TITLE: District Administration Officer
REPORTS TO: Superintendent
JOB GOAL: Under the general direction of the Superintendent, the District Administration Officer serves as the district's chief financial executive and provides strategic leadership for all financial operations, budgeting, accounting, payroll, purchasing, auditing, financial reporting, human resources, employee benefits, personnel administration, district professional learning, and academic improvement. The District Administration Officer ensures the district maintains sound fiscal management practices while complying with all Kentucky Revised Statutes, Kentucky Administrative Regulations, Kentucky Department of Education (KDE) requirements, Governmental Accounting Standards Board (GASB) standards, and Board policies. The District Administration Officer also serves as the Director of Human Resources and Professional Development Coordinator, overseeing personnel recruitment, employment, evaluations, employee relations, certification, professional learning, and staff development initiatives that support district strategic goals.
SUPERVISES: Purchasing Technician, Account Clerk II, Payroll Clerk II, Computer Maintenance Technician & Central Office Clerical Support, Director of CIA, Instructional Supervisor
BASIC FUNCTION
Duties include:
-
Executive Leadership
-
Financial Management
-
Budget Development and Oversight
-
Accounting and Financial Reporting
-
Purchasing and Procurement
-
Payroll and Employee Benefits
-
Audit Coordination and Compliance
-
Human Resources Administration
-
Personnel Recruitment and Hiring
-
Employee Relations
-
Certification and Personnel Records
-
Consolidated District Improvement Plan
-
Professional Development Coordination
-
Strategic Planning
-
Communication and Community Relations
-
Leadership Responsibilities
-
General Responsibilities
-
Lead the annual budget development process in collaboration with district and school leadership.
-
Monitor SEEK funding projections, enrollment trends, and legislative changes affecting district revenues.
-
Recommend strategies to maximize available financial resources while maintaining fiscal stability.
-
Present financial reports, budget updates, and long-range projections to the Superintendent and Board of Education.
-
Develop and maintain comprehensive internal financial controls that safeguard district assets.
-
Oversee district risk management programs, including liability insurance, property insurance, workers' compensation, and claims management.
-
Monitor compliance with purchasing procedures and segregation of duties.
-
Coordinate annual financial audits and implement recommendations from external auditors.
-
Develop procedures to reduce financial risk and ensure accountability.
-
Oversee the fiscal administration of all federal, state, and local grants.
-
Ensure expenditures comply with Uniform Guidance, KDE requirements, and grant-specific regulations.
-
Collaborate with program directors to develop grant budgets and monitor expenditures.
-
Coordinate fiscal monitoring visits and corrective action plans.
-
Serve as Director of Human Resources.
-
Coordinate recruitment, hiring, onboarding, orientation, and retention of all certified and classified employees.
-
Ensure compliance with Kentucky labor laws, EPSB certification requirements, FMLA, ADA, FLSA, Title VII, Title IX, and other applicable employment laws.
-
Oversee maintenance of personnel records and employment documentation.
-
Coordinate employee evaluations with supervisors.
-
Create/maintain employee contracts, salary schedules, job descriptions, and staffing allocations.
-
Administer employee leave programs and personnel actions.
-
Coordinate substitute employment systems.
-
Assist administrators with employee discipline, investigations, grievances, and due process.
-
Develop HR policies and procedures.
-
Serve as liaison with the Kentucky Education Professional Standards Board (EPSB), Kentucky Department of Education, Kentucky Retirement Systems, and other agencies.
-
Develop district-wide recruitment and retention strategies.
-
Oversee succession planning for administrative and classified leadership positions.
-
Analyze staffing trends and recommend organizational improvements.
-
Coordinate employee recognition initiatives.
-
Lead organizational culture and employee engagement efforts.
-
Provide leadership in negotiations, employee concerns, conflict resolution, and personnel investigations.
-
Develop and maintain comprehensive onboarding and mentoring programs for new employees.
Supervise and collaborate with the Director of CIA/Instructional Supervisor in the following tasks:
-
Development and implementation of the district's Comprehensive Professional Development Plan.
-
Required professional learning for certified and classified staff.
-
Compliance with KDE professional learning requirements.
-
Work with principals to identify district and school professional learning needs through assessment data and school improvement plans.
-
Coordinate district opening-day activities, instructional conferences, leadership academies, and annual training.
-
Monitor educator professional growth plans and required training.
-
Coordinate mandatory compliance training including bloodborne pathogens, Title IX, suicide prevention, restraint and seclusion, CPR, school safety, FERPA, and other state-mandated training.
-
Evaluate the effectiveness of professional development using district improvement data.
-
Maintain professional learning records for KDE monitoring.
-
Coordinate professional learning aligned with the Comprehensive District Improvement Plan (CDIP).
-
Collaborate with principals to identify instructional leadership needs through data analysis.
-
Evaluate the effectiveness of professional learning using student achievement, educator growth, and organizational performance measures.
-
Coordinate leadership academies for aspiring administrators and teacher leaders.
-
Oversee district mentoring and induction programs
-
Master’s Degree or higher in Educational Leadership: Supervisor of Instruction.
-
Kentucky Education Credentials of one of the following for Director of Finance & Business: School Superintendent OR School Business Administrator OR hold a bachelor's or advanced degree in business.
-
Minimum five years of progressively responsible leadership experience in school finance or district administration.
-
Experience supervising finance and personnel operations preferred.
LICENSES, CONTINUING EDUCATION, AND OTHER REQUIREMENTS:
-
Completion of the School Financial Management Institute through the Kentucky Department of Education and then forty-two (42) hours of Finance Officer continuing education classes every two years that have been approved by the Kentucky Department of Education. All hires after July 1, 2015 must go through the internship process as stated in 702 KAR 3: 320
-
Twenty-one hours of Effective Instructional Leadership Act (EILA) credits of continuing education each year.
-
Bondable in an amount sufficient to protect the assets of the Board, as determined annually by the Kentucky Department of Education (KDE).
-
Satisfactory completion of State mandated health examination.
EVALUATION: Performance of the job will be evaluated by the Superintendent
TERMS OF EMPLOYMENT:
- Salary commensurate with the Fairview Independent Schools Classified Salary Schedule.
-
Work schedule to be established by the Superintendent.
The statements herein are intended to describe the general nature and level of work being performed by employees assigned to this job classification. They are not intended to be a complete list of responsibilities, duties and skills required of personnel so assigned. Responsibilities and duties assigned are at the discretion of the supervisor.
