Business Office/Operations Manager

District Service Center

Full-time 8 hrs/day 260 days per year

Salaried - exempt

Reports to Chief Operating Officer and Finance Director

QCSD Supervisor/Technology Group Benefits Package

Effective Immediately

The Business Office/Operations Manager assists the Chief Operating Officer (COO) in carrying out the Business Administration and Operations of the District. The position involves analyzing, interpreting, and decision-making in areas such as Budget Preparation, Contract Administration, Purchasing/Procurement, Accounts Payable, Bidding and Proposal Processes, Facilities Usage, Food Service, Student Activities and Athletics Pay-to-Play, Transportation, Usage of Facilities, Marketing and Local Revenue Streams. In addition, the Business Office/Operations Manager, in conjunction with the COO and Finance Director, supervises the business office staff.

Essential Duties and Responsibilities: Other duties may be assigned.

• Assist Finance Director in maintaining full and accurate accounting records.
• Assist Finance Director in developing, analyzing, and compiling financial and statistical reports.
• Assist the Finance Director in the development of accounting policies, processes and procedures to meet the District’s goals and objectives in compliance with local, state and federal regulations and to maintain an effective internal control structure.
• Responsible for, in conjunction with the Finance Director, the implementation of systems to ensure proper accounting of transactions in the District’s records.
• Assist the Finance Director in maintaining the District’s chart of accounts and User validation files.
• Maintain internal controls to ensure compliance with financial policies and procedures.
• Assists in preparation of external reports to federal, state and regional governmental entities.
• Work with independent auditors to ensure a timely review of all documents.
• Assist Chief Operating Officer in Disclosure of Interscholastic Athletic Opportunity Form in Accordance with Act 82 of 2012 with Athletic Director.
• Responsible for overseeing Pay-to-Play in conjunction with Athletic Director.
• Work with the Chief Operating Officer in Seeking New Revenue Streams.
• Oversees the Athletic Director and Facilities Department in Administration of the Usage of Facilities Rentals & Fee Schedules.
• Work with the Chief Operating Officer in Facilities Marketing and Advertising Relations.
• Responsible for overseeing Student Activity and Scholarship Accounts in conjunction with Advisors and School Administrators.
• Responsible for overseeing reconciliation of Student Activity and Scholarship Accounts.
• Responsible for overseeing Charter School Accounting Process in conjunction with the Finance Director and Registrar.
• Act as liaison with the outside Food Service Management Company and prepares all necessary documents required by the Department of Education related to Food Service and Free and Reduced in accordance with the National School Lunch Program (NSLP).
• Act as liaison with the outside transportation contractor and is the District's primary source of contact with the public regarding transportation issues.
• Prepare all necessary documents required by the Department of Education related to transportation.
• Oversee and communicates district procurement process in compliance with School Board Policy, laws and regulations, including but not limited to:
• Assist with obtaining and studying comparative prices and quotations for supply purchasing bid process.
• Evaluate vendors to determine their capability to perform to established specifications. Analyze discrepancies with vendor accounts. 
• Monitor the requisition and purchase order process to determine correctness of information, price extensions, budget coding information and so on.
• Direct and monitor the maintenance of appropriate vendor records.
• Perform the capital and construction accounts payable function, including reviewing payroll records and invoices for calculation accuracy and assigning account codes.
• Assists in preparation of the annual budget.
• Supervise accounts payable function, including Amazon Business and the procurement cards, relative to invoices and payments to vendors and determination as to correctness Business Office/Operations Manager.
• Assist the Finance Director and Office of Teaching and Learning (OTL) as needed with the Quakertown Community Education Foundation (QCEF) including preparation of their Annual Tax Return and Certificate of Registration.
• Manage the QCSD Operations Twitter page.
• Perform any other duties as assigned by the Chief Operating Officer and/or Finance Director to ensure the efficient operation of the Business Office.

Skills and Abilities:

• Must have strong public relations communication skills and interpersonal skills
• Ability to effectively utilize Microsoft Office software to perform a variety of standardized and non-standardized tasks
• Must be able to apply concepts of mathematics in practical office applications
• Ability to learn and use a variety of software applications
• Must possess exceptional attention to detail
• Must possess strong organizational skills
• Ability to develop effective working relationships with staff and school community
• Ability to communicate clearly and concisely, both orally and in writing
• Must be able to adjust to continual interruptions throughout the day
• Must be skilled at maintaining confidentiality of a wide variety of sensitive information
• Must be able to perform all duties with awareness of all district requirement and Board of Education policies and priorities 

Education and Experience:

• Bachelor's Degree in Business, Accounting, or related field preferred
• Two years of experience in a Business Office environment preferred
• Experience with fund accounting, office management, data processing, and financial reports