Assistant Director of Business Services/Controller

SUMMARY

Responsible for the supervision and coordination of the District’s Accounts Receivable, Accounts Payable,
Tax, Census, and other Business Office functions. Provides financial analysis and oversight of District
accounts and assists in the preparation of the annual budget. Maintain detailed records subject to review and
audit for respective job functions. Responsible for the oversight and supervision of the Business Office staff.

PRIMARY DUTIES AND RESPONSIBILITIES

• Maintain a comprehensive District-wide accounts receivable and accounts payable system.
• Supervise and approve the preparation of invoices for retiree benefits, FMLA, cafeteria services, tuition, etc.
• Responsible for tracking receivables and the collection of aged accounts.
• Responsible for the receipt and processing of all federal, state, and local revenues.
• Responsible for reviewing and posting cash receipts in the District accounting software.
• Responsible for implementation and oversight of online credit card/debit card payments.
• Supervise the filing of all purchase orders, invoices, reports, etc. in a timely manner.
• Supervise the monthly reconciliation of vendor statements, outstanding purchase orders and provide assistance on an as needed basis.
• Responsible for the submission of the positive pay files for all non-payroll disbursements with the District’s financial institution.
• Responsible for administering the outstanding check notification letters and assign checks for reissuance, if necessary.
• Responsible for updating and releasing the check run schedule, mileage matrix, and other Business Office forms.
• Responsible for the issuance, review and reconciliation of the District’s office and science petty cash.
• Reviews and approves cash disbursements and check register reports for all District accounts in absence of the Director of Business Services.
• Responsible for the issuance of daily checks when needed.
• Responsible for monthly reconciliation of the bank statements for the payroll fund.
• Supervise the monthly review of all Food Service Management Company invoices and payroll records.
• Responsible for coordinating with the Dauphin County Tax Assessment office for the preparation and
• issuance of the annual real estate tax notices and interim real estate tax notices and the calculation of the Homestead/Farmstead exclusion.
• Responsible for the coordination of tax collector responsibilities such as, preparing guidelines for tax
• collectors and submission of delinquent tax list; establishing and conducting annual tax collector
• meeting; in-service new tax collectors; performing the reconciliation and year end close-out of all taxes
• with the tax collectors; and review and approve all tax collector compensation and reimbursement of expenses.
• Responsible for the preparation of all letters for tax related correspondence.
• Responsible for the handling and research of all tax related complaints, questions and phone calls.
• Responsible for the review and refund of real estate taxes and/or revision of tax bills, if necessary.
• Responsible for coordinating the end-of-year turnover of delinquent real estate taxes to the Dauphin
• County Tax Claim Bureau.
• Responsible for the maintenance of the monthly real estate and earned income tax reports.
• Responsible to maintain the standards of the Taxpayer Bill of Rights and if necessary, function as the
• hearing officer.
• Conduct annual review of properties claiming the Homestead/Farmstead exclusion.
• Responsible for the receipts journal and real estate exoneration report for the monthly preparation of the treasurer’s report to the school board.
• Responsible for the data preparation and issuance of the District’s census forms.
• Supervise the administration and accuracy of the District’s census records.
• Assist the Director of Business Services with the annual audit in correlation to accounts receivable, accounts payable, revenue areas (local, state and federal), fixed assets, and other areas as assigned.
• Prepare financial information for various AFR schedules, including ESSA and Expenditures for
• Education of Juveniles Incarcerated in Adult Facilities.
• Annually, prepares and files form PDE-363 Funding for Charter Schools.
• Assists Human Resources with the annual PCOR filing on Form 720.
• Responsible for the gathering and preparation of the GASB 75 OPEB data report for submission to the Actuaries.
• In coordination with the Athletic Directors, gather data and prepare the annual Title IX report for submission to PDE.
• Responsible for submission of Quarterly Survey of Property Tax Collections with the US Department of Commerce.
• Supervise and facilitate the completion and review of the PA Department of Revenue REV-1329EX for the annual Act 80 review.
• In accordance with GASB 84, maintain Student Activity Fund accounting records for financial statement reporting.
• Keep informed of the latest GASB pronouncements and assist in their implementation.
• Perform internal review of accounts and transactions as needed.
• Assist in the review and implementation of effective internal controls over the District’s financial records and assets.
• Supervise student cafeteria account maintenance.
• Supervise the processing of student’s with Direct Certification from the nutrition software.
• Perform annual analysis of Identified Student Percentage (ISP) for the Community Eligibility Provision (CEP).
• Perform year-to-date analysis of budgetary revenue and expenditure accounts.
• Performs detailed trend analysis and projections of budgetary revenue and expenditure accounts during the preparation of the annual budget.
• Update the 5-year budget model.
• Review account codes in accordance with the Chart of Accounts for PA LEA’s.
• Responsible for posting journal entries.
• Responsible for the processing and posting of student activity fund transfers.
• Conduct an annual meeting with building secretaries to review Business Office functions.
• Assist Pupil Services personnel with researching residency.
• Assist District administrators, building principals and secretaries with business office related inquiries.
• Back up Payroll Supervisor as needed and act as the contact person in the absence of the Director of Business Services.
• Perform all duties with an awareness of school board policies and federal, state, and local laws and regulations.
• Prepares account review and analysis and provides financial information when requested.
• Performs other job duties as assigned.
• To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.
• The requirements listed below are representative of the knowledge, skill, and/or ability required.
• Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

QUALIFICATIONS

Knowledge and Skills: Knowledge of school tax structures. Must be proficient with Microsoft Office and
Microsoft Excel. Must be able to communicate effectively with staff and the public. Should possess skills to
develop and prepare effective written communication. Must be able to work effectively with other
administrators and governmental agencies, private associations, and citizen groups; manage human
relationships; effectively present oral and written reports.

Abilities: Ability to develop and utilize spreadsheets for budgeting and other financial duties. Must have the
ability to communicate orally in an excellent manner and the ability to write in an excellent manner. Must be
able to work effectively under pressure and meet deadlines.

Education and Experience: A Bachelor’s degree in Accounting and/or Business Administration and a
Master’s degree in Business Administration or Certified Public Accountant license preferred. A minimum of
five years of experience in one of the above fields, including at least one year of experience in a supervisory
capacity.