ASSISTANT SUPERINTENDENT – ADMINISTRATIVE SERVICES

DEFINITION

Under the direction of the District Superintendent, the Assistant Superintendent – Administrative Services uses highly critical decision making abilities, plans, develops, organizes, manages, directs, and evaluates internal operations as follows: to be responsible for the overall planning, supervision and coordination of the Administrative Services Division (Accounting, Budgeting, Facilities Planning and Construction, Maintenance and Operations, Contracts, Food & Nutrition Services, Purchasing/Warehouse, and Transportation Department) and other related operations, programs and functions.  Provide administrative leadership for the Administrative Services Division and is serves as the District’s Chief Financial Officer.

DISTINGUISHING CHARACTERISTICS:

Directly related administrative and leadership experience is necessary to manage the Administrative Services Division.  The position requires the ability to analyze, develop and offer alternative solutions to related issues and concerns.  Decisions are made by the incumbent that have critical impact on District goals, the organization and administration of education programs and services.  The incumbent frequently meets with teachers, support staff and administrative personnel to influence, motivate, monitor, and support the objectives of the educational goals.

EXAMPLES OF DUTIES:

• Provide administrative leadership and supervise implementation of the District’s objectives and operational goals related to the instructional programs and student success.
• Prepare and/or direct preparation of District, State and Federal reports in reference to functions within fiscal services and the business relation relations.
• Conduct business relations research, and review legislation and laws.
• Serves as the Chief Business Official to the Superintendent, Board of Education, and District personnel.
• Directs and coordinates preparation of the annual budget for approval and adoption by the Board of Education and administers the District’s financial program within its framework and legal requirements.
• Directs budget development and long-range financial planning and administers budgetary control for the District’s decentralized budgeting system.
• Interprets the financial conditions and concerns of the District to the Board and community.
• Provides expertise and leadership in the identification, allocation, and management of the organization’s monetary resources.
• Ensures legal compliance in the administration of the District’s Administrative services operations.
• Provides effective business services to support and facilitate the basic educational programs of the District.
• Plans, organizes, implements, and maintains a management reporting system to ensure appropriate and thorough communication.
• Directs preparation of a variety of financial, statistical, and budgetary statements and reports including monthly financial statements, budget transfers, cost studies, cash flow analyses and revenue and expenditure projections
• Directs the preparation and maintenance of a variety of narrative and statistical reports, records, and files related to assigned activities and personnel; analyze and reconcile financial statements; assure timely and accurate submission of financial reports.
• Plans, organizes, develops, directs, and administers internal operational procedures for the Adminstrative Services Division. Maintains standard of high-quality performance pertaining to the planning of budgets and general financial matters.
• Directs the operation and administration of all business functions of the district and acts as an advisor to the Superintendent on such matters.
• Plans, organizes, directs, and manages the preparation and presentation of various fiscal reports, income and expense projections, and forecasting the periodic status of the District’s financial condition.

• Completes the annual update of student projections, staff allocations and adequacy of classroom space through the Long-range Comprehensive Master Plan.
• Directs the program of school alterations, modifications, and maintenance.
• Directs and manages bid and acquisition procedures for the procurement of District material and services to ensure legal compliance.
• Directs a variety of other assigned activities including internal audits, property and inventory valuations and management of fixed assets, debt service management, general ledger maintenance, budget revisions to district funds, property and liability insurance, mandated cost program, development of procedure and policy manuals, and other assigned areas.
• Negotiates and executes contracts for the District; represents the District in a variety of legal, contractual and other business matters.
• Serves, upon assignment by the Superintendent, as a resource person to all divisions, departments and schools in the District.
• Manages the District’s real estate and insurance programs and administers the legal claims and records for such programs, including employee and student’s accident claims and employee claims for reimbursement.
• Provides for the protection of District property including warehouse and physical asset inventory systems, crime/vandalism reports, and security systems.
• Serves as the District’s chair of the Superintendent’s Budget Advisory Committee, the Health and Welfare/Benefit Committee, and other committees, as needed.
• Performs such tasks and assumes such responsibilities as may be assigned by the Superintendent.
• Liaison with legal counsel relating to matters of finance, COPS, CFS’s, TRANS, and other financial institutions.
• Interface with local, county and state legislation, as needed or directed.
• Oversee the preparation of materials and reports for the Board of Education under the Administrative Services Division.
• Develop, revise, implement and maintain District Board policies and administrative procedures.
• Control and conduct periodic evaluations of assigned employees.
• Performs other duties and responsibilities as assigned by the Superintendent.

QUALIFICATIONS GUIDE

Knowledge of:

Laws, rules and guidelines affecting the administration of public school district: fiscal, economical, and legal aspects of California public school district education; procedures, methods, and techniques of organization, management, and supervision; fiscal record retention and fiscal record management, storage, and retrieval systems; principles and practices of public school district administration and organization; public information principles and techniques; principles of supervision, training and program administration; methods, practices, terminology and procedures used in business administration; applicable sections of State Education Code, and other applicable laws; State and federal laws, codes and regulations concerning business administration; investigative techniques and report writing; sound personnel management and supervision practices; interpersonal skills using tact, patience and courtesy; District organization, operations, policies and objective; modern office practices, procedures and equipment; computer software, such as Access, Excel, and Word; integrated human resources database record-keeping systems; equal employment opportunity guidelines, laws and regulations; principles and methods for conducting analysis of procedures and improving operational services.

Ability to:

Plan, organize, and supervise the work of others; interpret and apply applicable rules, laws, and procedures to human resources operations; gather, evaluate and summarize data; prepare and present effective written and oral reports; assure compliance with district, county, state and federal regulations and guidelines concerning human resources administration; investigate complaints and make appropriate recommendations; learn, interpret, apply and explain rules, regulations, policies and procedures; evaluate the performance of assigned personnel; train Human Resources staff in specialized personnel practices and procedures; develop and maintain effective working relationships with all levels of district administrators, employees, and representatives of public agencies and private organizations; provide assistance to supervisors and administrators concerning human resources programs, functions, policies and procedures; analyze situations accurately and adopt an effective course of action; compose correspondence and written materials; meet schedules and timelines; work independently with little direction.

ESSENTIAL FUNCTIONS:

• Must be able to reach, bend, stoop and lift 25 pounds.
• Must perform basic and complicated calculations.
• Must have sufficient vision to read documents and computer screens.
• Must be able to sit or stand for long periods of time.
• Must be able to type on a keyboard.
• Must be physically able to maintain an active work schedule.

QUALIFCATIONS AND EXPERIENCE:

• Must possess a valid California Administrative Services Credential authorizing service as an Assistant Superintendent or CBO Certificate.
• Master’s degree in Business Administration, Education or public administration, or related field from an accredited college or university.
• Minimum of five (5) years of increasingly responsible experience and a broad working knowledge equipping the incumbent to administer the affairs of a school district administrative division; responsible fiscal and operational management experience including fiscal analysis, budget planning and preparation, and the management of fiscal records and operations support units; experience in administration, accounting, business management, personnel management, economics, facilities and maintenance or closely related field.
• Demonstrate excellence in leadership and management skills.
• Qualities of integrity, compassion, courage, and forthrightness in dealing with students, parents, and staff.

Minimum Qualifications:

• Minimum of five (5) years of increasingly responsible experience and a broad working knowledge equipping the incumbent to administer the affairs of a school district administrative division; responsible fiscal and operational management experience including fiscal analysis, budget planning and preparation, and the management of fiscal records and operations support units; experience in administration, accounting, business management, personnel management, economics, facilities and maintenance or closely related field.

• Must possess a valid California Administrative Services Credential authorizing service as an Assistant Superintendent or CBO Certificate.

• Master’s degree in Business Administration, Education or public administration, or related field from an accredited college or university.