Assistant Director of Business Services - POS# TBD - Business Services (Internal / External)

VALLEJO CITY UNIFIED SCHOOL DISTRICT

Human Resource Services

665 Walnut Avenue, Vallejo, CA 94592

Job Description

Assistant Director of Business Services

Title: Assistant Director of Business Services

Reports To: Executive Director of Fiscal Services

Department: Business Services

Classification: Classified Management

Work Year: 242 Days per year

Salary: See Classified Management Salary Schedule

Date Approved: March 2026

DESCRIPTION OF POSITION:

Under the direction of the Executive Director of Fiscal Services, assists in the leadership, administration, and oversight of the District’s Business Services operations, including accounting (Accounts Payable, Accounts Receivable, Budgeting, payroll accounting, and general ledger functions), payroll and benefits systems administration, purchasing, asset management, workers’ compensation, employee benefits administration, and risk management programs.

Provides strategic leadership and operational oversight to ensure fiscal integrity, regulatory compliance, effective internal controls, asset protection, and high-quality customer service across all assigned divisions.

Provides management oversight of payroll processing systems, employee benefits administration systems, and the District’s enterprise resource planning (ERP) system, including the Escape financial and payroll platform, to ensure accurate financial reporting, system integrity, regulatory compliance, and efficient operational workflows.

Assists in the development, analysis, and monitoring of District budgets including the General Fund and related operational funds. Supports budget preparation, financial projections, and ongoing fiscal monitoring to ensure alignment with District financial goals, regulatory requirements, and long-term fiscal sustainability.

Serves as a resource to District leadership regarding financial operations, payroll and benefit administration, ERP systems management, insurance and liability matters, capital asset stewardship, and compliance with State and Federal regulations. Supervises and evaluates assigned management, professional, technical, and clerical staff.

REPRESENTATIVE DUTIES:

Fiscal Operations & Accounting Oversight

• Direct, manage, and oversee the District’s accounting functions including Accounts Payable, Accounts Receivable, payroll accounting integration, attendance accounting coordination, and related feeder systems.
• Ensure timely and accurate processing of vendor payments, receivables, claims, collections, payroll accounting entries, and reconciliations.
• Oversee monthly, quarterly, and year-end closing processes and ensure compliance with GAAP, the California School Accounting Manual (CSAM), Education Code requirements, and SACS financial reporting standards.
• Coordinate preparation and submission of financial reports including Standardized Account Code Structure (SACS) reporting required by the California Department of Education and the County Office of Education.
• Monitor and strengthen internal controls to safeguard District assets and ensure proper recording of financial and payroll-related transactions.
• Assist in annual audit preparation and serve as liaison for assigned fiscal operational areas including payroll accounting, benefits reconciliation, and financial systems.

Payroll & ERP Systems Administration

• Provide management oversight of the District’s payroll systems and processes to ensure accurate and timely employee compensation.
• Oversee payroll accounting processes, ensuring payroll expenditures, liabilities, and benefits costs are properly recorded and reconciled within the District’s general ledger.
• Provide operational oversight of the District’s enterprise resource planning (ERP) system, including the Escape financial, payroll, and human resources modules.
• Coordinate system administration activities including system configuration, upgrades, testing, and implementation of enhancements supporting fiscal operations.
• Establish and maintain internal controls and workflows within the ERP environment to ensure data integrity, audit compliance, and accurate financial reporting.
• Coordinate with Human Resources, Payroll, and Technology Services to ensure proper system integration and regulatory compliance.

Employee Benefits Administration

• Oversee administration of District employee benefit programs including health, welfare, COBRA, Section 125, retirement coordination, and related programs.
• Ensure compliance with Affordable Care Act (ACA), IRS regulations, STRS/PERS reporting requirements, and related mandates.
• Monitor benefit cost projections and support budget development related to employee benefits.
• Oversee open enrollment coordination, vendor relations, billing reconciliation, and employee communication.
• Ensure appropriate internal controls over benefits processing and system integration with payroll and accounting systems.

Budget Development & Financial Planning

• Assist in the development and preparation of the District’s annual operating budget including the General Fund and related funds.
• Support preparation of multi-year financial projections and assist in analyzing revenue and expenditure trends.
• Monitor budget performance throughout the fiscal year and identify variances, trends, and potential fiscal impacts.
• Coordinate with departments to review budget requests and ensure alignment with district priorities and available resources.
• Assist in preparation of financial analyses supporting First Interim, Second Interim, and other required fiscal reports.
• Support development of fiscal reports and presentations for District leadership, Cabinet, and the Board of Education.
• Monitor expenditures and budget transfers to ensure compliance with district policies, Education Code requirements, and SACS reporting standards.

Leadership & Administration

• Plan, prioritize, assign, supervise, and evaluate the performance of assigned personnel.
• Develop and implement policies, procedures, and internal controls to improve operational efficiency and compliance.
• Provide leadership in the evaluation, implementation, and improvement of financial, payroll, and enterprise resource planning (ERP) systems supporting District business operations.

EDUCATION AND CREDENTIALS:

• Bachelor’s degree in Business Administration, Accounting, Public Administration, Finance, or closely related field desirable

• Minimum five (5) years of progressively responsible experience in school district or public agency fiscal management.

• Experience in governmental accounting, employee benefits administration, workers’ compensation, risk management, purchasing, and capital asset management highly desirable.

KNOWLEDGE, SKILLS AND ABILITIES:

• California school district finance, accounting principles, SACS reporting, and public sector budgeting.
• School district budget development processes, multi-year financial projections, and fiscal reporting requirements including interim reports and SACS submissions.
• Education Code, Government Code, Public Contract Code, and State/Federal compliance requirements.
• Payroll systems administration, payroll accounting practices, and public sector payroll compliance.
• Enterprise resource planning (ERP) systems used in school district financial and payroll operations, including Escape financial systems.
• Employee benefits administration including ACA, COBRA, Section 125, PERS, and STRS.
• Internal control systems and governmental financial reporting standards

WORKING CONDITIONS

Environment: Office and site environment; frequent interruptions; interaction with staff, vendors, regulatory agencies, and legal counsel.

Physical Requirements: Frequent keyboarding, sitting, standing, walking, and operation of standard office equipment consistent with classified management standards.