QUALIFICATIONS:
- Knowledge in accounting.
- Knowledge of the FASRG.
- Knowledge in grant application through the Texas Education Agency e-Grant system.
- Knowledge of and experience in Special Education, preferred.
- Such alternatives to the above qualifications as the Board may find appropriate and acceptable.
JOB SUMMARY
- The business compliance officer manages the fiscal affairs of a special education finance department and is responsible for preventing unethical, illegal or improper conduct within the organization.
- The business compliance officer ensures that the rules and regulations of the
SETX Co-op are followed properly.
- The business compliance officer interprets and follows regulations prescribed by the funding agencies and the board of education, and exercises discretionary judgment in the resolution of operational problems and correction of the resulting effects of these.
- The business compliance officer receives general direction and the work is evaluated through accomplishments and the reports of official audits.
IMMEDIATE SUPERVISOR
Special Education Director
GENERAL DUTIES
FINANCIAL MANAGEMENT
- Evaluate information and consult with the Director to prepare a realistic and balanced budget.
- Apply the legal requirements for the budget adoption.
- Submit the proposed budgets to the Superintendents and assist in the overall financial planning process.
- Use the approved budgets to actively monitor and control performance to achieve value for money.
- Propose revisions to the budgets, account transfers, and amendments if necessary, with concise explanation of needs and reasons for any change.
- Maintain a strategic financial plan that will indicate the trends and requirements of the special education development plan and forecast future year budgets.
- Establish and maintain an accounting system to monitor spending and account balances to ensure adherence to the budget.
- Receive and oversee the deposit of all money accruing to the special education department.
- Conduct pre-audits of all obligations to ensure budgeted appropriation and unencumbered balances.
- Monitor the federal flow through to the member districts.
- Receive and process the payments from the member districts.
- Maximize state and federal aids for the special education department.
- Maintain all grants in a timely manner and sees that all is correct and entered properly.
- Monitor the grants for the special education department and updates grants as needed.
- Enter all requisitions and maintain the purchase orders for the special education department.
- Receive and process all accounts payable invoices, PO;s, and receipts.
- Enter all invoices for payment in a timely manner and make sure the check is correct and sent out before due date.
- Keep track of all check runs and file.
- Put formal finance agreements in place with suitable providers for agreed amounts, at agreed times and appropriate agreed costs.
- Complete and make sure split funded staff maintain time and effort.
- Verify and review payroll twice a month to ensure that the staff is paid the correct amount out of the correct fund number.
- Reconcile the special education activity fund account monthly to monitor spending and account balances.
- Ensure the timely and accurate preparation of required and requested reports.
BOARD MEETINGS
- Attend all regular co-op board meetings and other special meetings as requested by the Special Education Director.
- Evaluate and gather information and consult with the Director to prepare a board agenda for each board meeting.
- Prepare board packets for the member districts and make sure the packets are delivered to the appropriate district.
- Develop monthly financial reports and revenue reports for the board packets.
- Post the official board agenda in appropriate place.
- Maintain minutes for each board meeting, obtain the appropriate signatures, and send to the Fiscal Agent district.
SHARS AND MAC
- Monitor the trainings for MAC, SHARS Cost Reporting, and Random Moment Time Study.
- Attend all needed trainings.
- Create and maintain quarterly financial reports to the districts.
- Work with the districts business staff to prepare and maintain the annual cost reports.
- Monitor the Fairbanks system for the Participant List and the Random Moment Time Studies.
- Process and submit claims as needed to company supporting Medicaid claims for the districts.
- Verify payments of claims from the monthly reports received and work closely with the districts business staff.
- Other SHARS duties as assigned
ADMINISTRATION MANAGEMENT
- Maintain the policy and procedures book for each district and staff.
- Update the operating guidelines annually and distribute to staff.
- Maintain the special education website.
- Prepare and help the Director with scheduling and ensuring all evaluations of staff are doing in a timely manner.
- Set up and maintain trainings and workshops for all staff, along with assisting in any travel arrangements if needed.
- Maintain inventory on all test kits and items ordered for the special education department.
- Ensure that all personnel files are kept up to date and complete.
- Ensure that all staff members have an updated emergency contact form, personal data form, and confidentially form every year.
- Prepare all annual paperwork for the staff members, such as; updated co-op calendar, email lists, school lists, fax lists, phone lists, service awards, birthday calendars, and the monthly happenings.
- Ensure that new staff coming in is set up properly and in a timely manner with everything he/she may need.
- Ensure that any staff leaving has everything in place, all paperwork complete, and turned in before leaving.
- Help prepare and maintain trainings for staff along with the agenda’s and the sign in sheets.
- Create and place ads in local newspapers concerning Child Find and the Destruction of Records annually.
WORKING CONDITIONS
Assists with other responsibilities as assigned by the Director of Special Services.
Personal computer and peripherals, and other instructional equipment
Maintain emotional control under stress
Work with frequent interruptions
Repetitive hand motions
Prolong use of computer
Regular districtwide travel to multiple work locations as assigned
Must have reliable transportation between campuses
Moderate lifting and carrying. May be required to lift and transfer students to and from wheelchair or assist with positioning students with physical disabilities
Frequent walking
Prolonged standing; frequent kneeling/squatting.
Bending/stooping, pushing/pulling, and twisting
Share office space
Occasional reaching
Assists with other responsibilities by the Director and/or Supervisor of SPED
The foregoing statements describe the general purpose and responsibilities assigned to this job and are not an exhaustive list of all responsibilities and duties that may be assigned or skills that may be required.
The Liberty Independent School District is an equal opportunity educational provider and employer and does not discriminate on the basis of race, color, national origin, gender, age, or disability in educational programs or activities that it operates or in employment decisions.