Business Office Specialist

PURPOSE

To assure the District Finance Department operates efficiently and the district derives maximum benefit from expenditures set by the Board for the acquisition of supplies and equipment.

QUALIFICATIONS (minimum)

• Associate’s degree or four to ten year’s related experience and/or training; or equivalent combination of education and experience deemed acceptable by the Superintendent and Board of Trustees.
• Ability to handle confidential information.
• Sound decision-making skills, aptitude for problem solving, proficiency in planning and organizing, strong work ethic.
• Strong interpersonal and communication (verbal and written) skills.
• Ability to perform basic math functions to calculate hourly wages, compensation rates, and budget compliance.
• Efficient use of database, spreadsheet, and word processing programs and working knowledge of general office machines and computer systems.
• Two years’ experience in a responsible capacity involving purchasing for a large organization.
• Any alternative to the above qualifications as the Board may find appropriate and acceptable.

QUALIFICATIONS (desired)

• Bachelor’s degree in Business Administration.
• Three years’ experience involving purchasing for a large organization, preferably a school district.

ESSENTIAL DUTIES

Purchasing Responsibilities:

• Issues purchase orders from submitted requisitions.
• Enters requisitions as needed (all busing).
• Reviews and approves all requisitions and then turns them into a purchase order, changing budget information if necessary. Completes budget journal entries if warranted and approves all budget journal entries.
• Responsible for all aspects of bid process, including preparing bid documents that exceed $75,000, notice to bidders, specifications and forms of proposal.
• Creates service and general contracts for work to be done on buildings, grounds or equipment and obtains payment and performance bonds when required.
• Recommends acceptance of bids to Superintendent and Board.
• Monitors all purchase requisitions to determine correctness of information, price extension, quantities, etc.
• Maintains vendor records and departmental budget records.
• Sends out paper and general supply requisitions to schools for items that need to be bid; sends out janitorial supply list for supplies that need to be bid; and maintains copier and high-speed duplicator replacement schedules requesting bids/quotes when cycles come up.
• Assists in formulating annual school budget.
• Acts as backup for the Director of Business Affairs.
• Adds new vendors to the Visions software and sends out vendor application packets.
• Backup for receiving freight.
• Enters budget journal entries as needed.
• Manages p-cards and monthly p-card reconciliations.
• Reviews and adds users to the District's Amazon business account.
• Performs other tasks and assumes other responsibilities as the Superintendent and/or Board may deem necessary.

Risk Management Responsibilities:

• Maintains property and liability insurance for the district. Checks with insurance agent if specific questions arise on how things need to be handled or if there are additional insurance costs to the district. Makes changes to coverage as things are added or deleted. Sends in claims with all pertinent information and keeps in contact with adjuster on status of claims.
• Keeps track of employee driver’s licenses and personal auto liability certificates for those driving for district business or district-owned vehicles. Sends letter to state each year to get a motor vehicle report on those driving their own vehicles for district business or district vehicles.
• Researches different programs for student insurance to find the best coverage for the least amount of expense as these costs are paid by the parents. Sends out new information before the start of school regarding student insurance.
• Makes sure vendors have correct liability and workers’ compensation coverage if service work is being done.
• Makes sure vendors doing service work have a contractor’s license along with a public works license.

Salary Range: Begins at $59,005.00, however, salary is dependent upon experience and education. This position works a 253 day calendar.

All recommendations for hire are tentative offers. Employment is contingent upon board approval, and successful completion of a federal background check and drug-free workplace pre-employment screening.

This is an “at will” position in that the employer or employee may terminate employment at any time for any reason consistent with applicable state or federal law. The employment “at will” policy cannot be changed verbally or in writing, unless the change is specifically authorized in writing and approved by the Board of Trustees of District 411.

Job Type: Full-time

Pay: From $59,005.00 per year

Benefits:

• Dental insurance
• Employee assistance program
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Work Location: In person