Business Services
Key Staff
- Chief School Business Official
- Assistant Director of Business Services
- Payroll & Benefits Coordinator
- Accounts Payable
- Food Service Coordinator
- Executive Administrative Assistant
- Director of Buildings & Grounds
Responsibilities
- Accounting operations: daily/monthly/annual journal entries & reconciliations
- Accounts receivable (Money Collection) reconciliation and collections
- Student fees management & collection
- Bank statement reconciliation
- Billing and invoicing
- Cash management and cash flow forecasting
- Multi-year cash flow modeling & financial projections
- Annual financial audit coordination & preparation of AFR/SEFA
- External/internal auditing in addition to annual fiscal audit
- Fiscal accounting & financial reporting (including monthly reports to Superintendent & BOE)
- Cost analysis and program financial reviews
- Bonds & refinancing, including referendum analysis & voter communications
- Debt service & capital fund management
- Property tax levy preparation & Truth-in-Taxation compliance
- Coordination with municipalities (TIF, abatements, development agreements)
- Manage contracts & agreements with vendors & development incentives
- Fixed asset tagging, tracking, & inventory reconciliation
- Student activity fund accounting & ISBE compliance
- Student fees management & collection
- Tuition estimating and billing
- Annual budget planning, data collection, and accounting system management
- Budget transparency reporting & public posting
- Financial forecasting & long-term financial planning (3–5 year horizon)
- Strategic planning participation & financial impact analysis
- Capital improvement project financial planning & cost tracking
- Responsibility: Grant management and reporting, including budgeting, expenditure tracking, and compliance with state/federal rules (Title I, IDEA, etc.)
- ISBE Reporting and Compliance including GATA
- Payroll processing: salary schedules, stipends, retro pay adjustments
- Regular payroll audits to ensure accurate account coding
- Employee onboarding for payroll/benefits (TRS, IMRF enrollment)
- TRS/IMRF and retirement system reporting
- Employee retirement counseling (TRS, IMRF, 403b/457b options)
- Deferred compensation plan administration (403b/457b)
- ACA look-back measurement tracking & 1095-C reporting
- FMLA & leave balance tracking and budget impact monitoring
- Preparation of annual W-2s, quarterly/annual payroll tax filings
- Purchasing and supply management, PO creation & vendor sourcing
- Competitive bidding, quotes, RFP facilitation & documentation for audit readiness
- Vendor list review for diversification and cost savings opportunities
- Contract compliance monitoring & renewal calendar management
- Invoice processing and accounts payable management
- P-Card program administration, monitoring, & reconciliation
- Nutrition services operations oversight
- USDA Foods entitlement tracking & diversion reporting
- State meal claim submission & reimbursement tracking
- Summer meals program coordination & compliance
- Menu planning approval & allergy compliance coordination
- Marketing initiatives to promote meal participation & reduce unpaid meal debt
- Nutrition education collaboration with teachers & wellness committees
- Property/casualty insurance renewals & claims
- Risk management program development & oversight
- Workers’ compensation program participation (CLIC/SELF)
- Support for workers’ compensation claims paperwork (coordination with HR)
- Development of fraud prevention procedures, internal controls, whistleblower protections
- Office staff evaluations, coaching, and training support
- Personnel management assistance & staffing analysis support
- Legislative/government liaison work (advocacy & compliance updates)
- Communication with taxpayers & stakeholders (letters, FAQs, hearings)
- Drafting of public notices (Truth-in-Taxation, DSEB Intent/Notice of Hearing)
- Board and administrator training on school finance (levy, DSEB, PTELL)
- Legal and school code liaison (interpretation, policy compliance)
- Board meeting agenda support & finance section prep
- Board of Education Treasurer’s Reports
- Maintenance of business office master calendar (levy, audit, deadlines)
- Records management and document retention/destruction compliance (IL Records Act)
- Creation of department-wide procedures manual & training resources
- Office management & coordination of daily operations
- Transportation contract oversight & vendor relations
- Student transportation claim reporting (ISBE)
- Route efficiency analysis & compliance
- Technology lease management & refresh cycle planning