Board Policy

Policy 410 — Associate Superintendent Business Services

Grasslands Public Schools

GUIDELINES

The specific duties and responsibilities of the Associate Superintendent Business Services are outlined below in detail and shall be attached to their contract.

1. Executive Secretary of the Board

1. Arrange for and attend all Board, committee or public meetings concerning the Board. In consultation with the superintendent of schools, prepare the agenda and provide all the necessary reference materials.
2. Keep a full and accurate record of all the meetings.
3. Prepare notices to and from board members and committees.
4. Be responsible for the preparation and execution of contracts (other than employment contracts), loans or agreements and arrange for safe keeping of all official records and documents.
5. Be a signing authority of the Board together with the Chairperson or Vice-Chairperson of the Board.
6. Obtain legal opinions or interpretation of the Education Act and other applicable legislation.
7. Prepare such administrative and financial reports as requested by the Board or the superintendent and prepare and submit to Alberta Education all reports, returns, claim forms, etc. and all other information as may be required by the Education Act and other legislation.
8. Arrange for the election of trustees.
9. Prepare money bylaws and other non-financial bylaws and arrange for the conduct of public referenda.
10. Administer and supervise the Board office for purposes of efficiently performing the Board's business.

2. Business Management

Supervise the director of finance and either directly or through delegation to them, shall:

1. Organize and manage all business affairs of the Board in accordance with the Education Act and Board policy.
2. Establish and maintain proper and adequate records and accounting procedures to record in detail all money and credit transactions.
3. Prepare reports, including recommendations, on policies and procedures with regard to budget preparation and control, inventory management, financial management, purchasing, accounting, insurance, pupil transportation, building and grounds maintenance, and other similar administrative and financial matters.
4. Supervise the collection, safekeeping and distribution of all funds.
5. Arrange for the internal auditing of school accounts.
6. Act as budget control officer.
7. In consultation with the superintendent, prepare and present the annual operation and capital budgets for Board consideration, administer the funds provided in the approved budgets, and prepare quarterly financial reports for the information of the Board and the superintendent.
8. Prepare all financial and statistical reports and statements for submission to Alberta Education in connection with grants and other revenues.
9. Plan, advise and recommend on all aspects of business administration and on any matters likely to affect present or future responsibilities of the Board or of its employees.
10. Prepare specifications and call tenders for supply of goods, equipment, and services in accordance with Board policy and Alberta Education regulations. Where required, review, summarize and report to the Board.
11. Approve purchase requirements and initiate purchase actions as necessary in accordance with budget and capital requirements.
12. Train and supervise all office staff and allocate their duties for the most efficient operations of the business office.
13. Assist in the liaison between the Board and administrative personnel to ensure the maximum efficiency of the school system and the best educational facilities obtainable.
14. Confer frequently and freely with the superintendent on all matters of concern regarding the operation of the Board's business affairs.

3. Personnel Management

1. Participate in the hiring of the director of finance, the manager of facilities and maintenance, the transportation supervisor, the employees who report to them, and school secretaries who have some responsibility for financial recording and reporting functions.
2. With the assistant superintendent, coordinate the Board's activities in the area of negotiation of contracts and labor relations.
3. Maintain proper records on all personnel and provide liaison on all matters affecting their employment and welfare, in accordance with the Education Act and other statutory requirements, as well as Board policy, salary agreements and labor contracts.

4. Property Management

Supervise the manager of facilities and maintenance and either directly or through delegation to them, shall:

1. Be responsible for and provide for physical control and maintenance of all property owned by the Board and services to this end.
2. Be conversant with the financial requirements of School Facilities with regards to the construction, renovation or upgrading of school buildings.
3. Assist the financial planning of future building construction and renovation, and be responsible for the calling of tenders in this regard.
4. Maintain close liaison with the board's designated insurance agent with a view to ensuring that adequate insurance coverage is maintained on all insurable assets of the Board.
5. Provide for appraisals and inventories of board property.

5. Student Transportation

Supervise the transportation supervisor and either directly or through delegation to them, shall:

1. Direct and supervise the Division student transportation system and/or plan, establish and coordinate bus routes as required for the needs of students in accordance with the provisions of the Board transportation policies.
2. Establish funding and budget for transportation services.
3. Ensure that all school buses are properly licensed, mechanically safe and in good running order to promote student safety.

6. Public Relations and Other Duties

1. Within their area of responsibility, interpret and advise on Board policies to the public and municipal authorities.
2. Liaise with other government bodies, agencies and organizations involved in education.
3. Maintain close contact with the local press and other media sources to ensure that the total operation of the Division is presented factually and fairly to the electors and general public.
4. Assist site-based teams in the development of budgets and accounting at the school level.
5. Act as the Designated Coordinator for the purpose of the Freedom of Information and Protection of Privacy Act and is responsible for the overall management of access to information and the protection of privacy.

7. Insurance and Risk Management

1. Obtain and keep in force adequate and appropriate policies of insurance as required under section 54(1) of the Education Act
2. Ensure appropriate risk management practices are in place to protect the Board, its employees and property