Position Summary

Under general supervision of the Chief Business Official, takes the lead and analyzes internal accounting work requiring full professional competency for accounting records, budgetary controls, exhibits and reports; manages the development and maintenance of the county office budget and related reporting requirements; serves as a technical resource and liaison to other departments, school districts and various outside agencies; develops and maintains confidential information pertaining to negotiations; oversees or prepares a variety of financial records and reports. Plans, coordinates and directly supervises the business office staff that handles county office budget, purchasing and accounts payable functions, computation of funding entitlements financial and other cost data; maintenance of the financial accounting system and other work as required.

Distinguishing Characteristics

This is a management-level position with a great deal of responsibility for all aspects of internal business at HCOE. Individuals who serve as Business Manager provide the majority of services in the office. Public speaking skills, group problem solving, the ability to communicate effectively in writing, the capacity to maintain personal demeanor during periods of peak workflow and perform efficiently within restricted time frames are critical factors for success in this position. It requires broad knowledge of, and experience with, fiscal oversight and the ability to work effectively with staff. The position occasionally requires working after hours, weekends and holidays. 

Supervision Received and Exercised

Under general supervision of the Chief Business Official.

Examples of Duties & Responsibilities (Examples of Essential Job Functions)

• Supervise the development and monitoring of the County Office budget;
• Review and verify data for County Office programs, including preparing revenue projections as needed;
• Prepare data analysis of negotiation proposals and participate in discussions regarding proposal options;
• Coordinate with internal divisions regarding the development and preparation of budgets;
• Manage internal department support staff in resolving accounting, reporting and budgetary questions and/or issues, including designing and conducting training programs as needed;
• Maintain and audit the budget development and salary analysis management system;
• Confer with administrators on program financial status for the purpose of providing necessary information for them to make decisions, taking appropriate action and/or maintaining compliance with established guidelines;
• Review and approve budget transfers, journal entries and cash transfers;
• Oversee the auditing and reconciliation of internal general ledger accounts;
• Supervise purchasing processes, including comprehensive purchase order and fixed asset systems;
• Coordinate fiscal reporting of Medi-Cal (MAA) administration programs;
• Conduct special projects as assigned;
• Provide recommendations for system improvements and greater efficiency;
• Oversee and participate in the preparation of financial reports to comply with state, federal and special project requirements;
• Understand State School Attendance guidelines as related to County Office programs, providing review and analysis of state attendance reports and maintaining trend data;
• Keep abreast of Governmental Board Accounting Standards for the purpose of ensuring compliance of financial reporting;
• Provide assistance, support and training for business services to outside local agencies, such as the medical JPA.

Qualifications (aka Employment Standards)

Knowledge of:

• Accounting principles and practices;
• Laws and regulations pertaining to specific duties;
• The principle, practices and legal parameters of public funds purchasing;
• The methods and procedures related to competitive bidding;
• The methods, practices and terminology used in manual, semi-automated and automated fiscal record-keeping or bookkeeping;
• Proper supervision and/or training techniques;
• Office practices, methods, procedures and technologies;
• How to design and conduct in-service programs for staff.

Ability to:

• Coordinate and supervise the work of staff members to meet deadlines and respond to changes in workflow;
• Prepare, process and verify ones own and others alpha and numeric information rapidly and accurately at an acceptable standard of efficiency and to meet assigned timelines;
• Analyze information and statistics and prepare reports, specifications and correspondence;
• Make recommendations regarding and implement improved department policies and procedures;
• Make effective use of all relevant technology;
• Audit the work prepared by other school personnel;
• Follow and provide written and oral instructions;
• Work independently and effectively with minimal direction;
• Prepare, organize and maintain records and files.

Education and Experience

• Bachelor’s degree in Business Administration or a comparable field;
• A minimum of five years of experience in fiscal record preparation and maintenance, including two years of advanced-level accounting and record keeping;
• Supervisory or training experience highly desired.

Working Conditions (Work Environment)

Some Travel may be required to attend conferences and trainings out of the area.

Environmental Elements

The majority of work is done indoors in a climate-controlled office, with occasional travel.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job:

• The position requires the ordinary ambulatory ability to retrieve work materials, intermittent walking, standing, stooping and carrying and lifting of light- to medium-weight materials (under 30 pounds).
• Requires hand-eye-arm-finger dexterity to use a personal computer keyboard, ten-key and other common office equipment.
• Requires speaking and hearing ability sufficient to hear over the phone and carry on complex conversations.
• Visual acuity sufficient to read manuals, video display screens and other related material and work at a computer screen frequently and throughout the day.

Other Requirements

• Must be fingerprinted and a satisfactory Department of Justice records check must be received by HCOE prior to employment.
• TB testing and/or risk assessment will be required upon employment.
• Must pass a pre-employment physical (if applicable).
• May be required to obtain first aid and CPR certificates within the first 6 to 12 months of employment.
• May be required to drive with or without students; some positions may require a California driver’s license, proof of insurance, and possible participation in the DMV PUll Notice Program once employed.

Classified Management | Class 9