Job Description

EXECUTIVE DIRECTOR OF FISCAL SERVICES

Title: Executive Director of Fiscal Services

Reports to: Assistant superintendent of Business and Operations

Department: Business Services

Classification: Classified Management

Work Year: Classified Management Calendar

Date Approved: March 2025

DESCRIPTION OF POSITION:

Under the general supervision of the Assistant Superintendent of Business Services and Operations, this role provides leadership and oversight for the daily functions of the Business Services Department, including Fiscal Services, Accounting, Payroll, and Purchasing. Responsibilities include helping to plan, organize, assign, supervise, and evaluate all activities within the department. The position also entails direct supervision and evaluation of key management staff, including the Assistant Director of Finance, Accounting Manager, Senior General Ledger Accountant, and other designated personnel.

REPRESENTATIVE DUTIES:

Essential Functions:

Reporting to the Assistant Superintendent of Business Services and Operations, this role involves overseeing and managing the day-to-day activities of the Business Services Department, including Fiscal Services, Accounting, Payroll, and Purchasing. Responsibilities include organizing, directing, and evaluating the work of staff within the department, such as the Assistant Director of Finance and Accounting Manager.
Essential functions of the role include representative responsibilities
Supervises and evaluates the Assistant Director of Finance, Accounting Manager, Accounting Analysts, Senior General Ledger Accountant, and additional management staff within the Business Services Department to ensure smooth operations on a daily basis
Aids in the coordination and management of all financial activities within the District, overseeing functions such as Accounting, Budgeting, Payroll, Purchasing, and Risk Management
Supervise operational divisions (such as facilities, maintenance, transportation, student nutrition) when the Assistant Superintendent of Business & Operations is unavailable or under the direction of the Superintendent’s Cabinet
Formulates data and suggests guidelines for short-term and long-term financial administration and strategizing
Leads the development and creation of the District's yearly and interim budgets, in addition to the initial budgets of all Business Services Department functions; evaluates and examines financial and budget data; oversees and tracks expenses within set boundaries
In charge of finalizing the financial statements at the end of the year and making any adjustments needed for the audit report
Offers guidance and organization for the financial planning and budgeting procedures in designated divisions/departments and school site governance teams to ensure compliance with District financial guidelines
Oversees and leads the assessment of budgets and the generation of reports on spending, essential for the District's internal management and to fulfill the requirements of grant providers
Takes the lead in creating and upkeeping the District's financial planning and budgeting guide, which includes the financial policies and specific steps needed to enforce and follow these policies
May fulfill requests from auditor's delegates, funding bodies, and government entities, such as submitting formal financial statements and reimbursement submissions
Responsible for leading and supervising the District audit preparation, offering support to the District and serving as its representative during interactions with external auditors, and implementing budgeting and accounting protocols for all District funds
Creates a budget timetable that allows for sufficient involvement from the Governing Board, Superintendent, Assistant Superintendents, site/department administrators, and staff unions
Participates in and oversees actions necessary to secure any financial assets accessible to District E
Offer technical knowledge, information, and support to the Assistant Superintendent of Business Services and Operations and their team on specific responsibilities, such as explaining laws, regulations, and agreements. Aid in creating and enhancing policies, protocols, and initiatives. Notify the Assistant Superintendent of Business Services and Operations about any irregular patterns or issues and suggest suitable solutions
Supervises the creation and upkeep of a range of descriptive and numerical documents, records, and folders concerning designated areas of authority, tasks, and staff
Carries out tasks as directed by the Assistant Superintendent Business Services and Operations to uphold rigorous internal spending controls and guarantee financial responsibility
Collaborate with administrators on matters related to financial reporting, departmental services, and student body accounting practices and protocols
Creates and enhances policies and protocols, assesses the efficiency of methods and protocols, ensures quality assurance, and conducts regular assessments to guarantee adherence to guidelines
Organize essential budget paperwork for discussions and potentially act as part of the managerial negotiation group for certificated and classified employee association(s)
Aids in selecting, transferring, reassigning, and managing disciplinary actions for employees in all designated areas; offers technical support and conducts training sessions for staff on both current and updated protocols
Encourages a favorable environment for engagement and correspondence with designated staff members; cooperates efficiently with other District divisions, educational institutions, external organizations, and community collaborators
Creates and revises intricate documents, delivering discoveries, final thoughts, and suggestions, and gives talks to diverse groups of people
Stays updated on the Education Code, Board Policies, Administrative Regulations, and other legal provisions concerning specific areas of oversight; participates in relevant workshops, conventions, and gatherings focused on assigned duties
Issue verbal and written instructions and clarify, implement, and adhere to guidelines and legal standards that govern the department's operations
Assist and advise business management employees in overseeing operations and act as a evaluator of performance appraisals
Keep track of departmental payroll records, ensure accurate reporting of hours worked and leaves of absence, provide guidance on Board policies, and interpret policies for procedure implementation
Create meeting documents and reports for Board and committee gatherings and participate in Board meetings to provide insights and guidance when needed
Carries out additional tasks as required
Required tasks outlined under the American Disabilities Act

TRAINING, EDUCATION AND EXPERIENCE:

Any combination of training, experience and/or education equivalent to a bachelor's degree in Business Administration, Accounting, Public Administration, or a related field and five years of progressively responsible business-related management experience, preferably in a K-12 education or public setting; training and/or certification as a Chief Business Official preferred

KNOWLEDGE, SKILLS AND ABILITIES:

KNOWLEDGE OF:

Principles and practices of organizational development.
Advanced principles, methods and practices of governmental finance and accounting and school finances.
Planning, organization and procedures used in the District's Business Services Department.
Finance and budgeting techniques required to lead activities in assigned departments.
Principles and practices of budget preparation and control.
Principles and practices of administration, supervision and training.
Oral and written communication skills.
Computer-based software and systems used in Business Services

ABILITY TO:

Demonstrate effective skills in organizational leadership.
Analyze problems and develop and implement practical solutions.
Plan, organize, and coordinate a variety of projects.
Make use of technology for information and data gathering.
Collect, interpret and analyze complex technical data, as well as identify potential problems and prepare sound recommendations.
Establish and maintain effective working relationships with others.
Supervise and evaluate the effectiveness of others.

LICENSES: Valid California Driver’s License

WORKING CONDITIONS:

ENVIRONMENT: Office and site environment

PHYSICAL REQUIREMENTS:Frequency Key: None (1);Occasional - up to 25% of shift (2);Intermittently – up to 50% of shift (3);Frequently – up to 75% of shift (4).

The Vallejo City Unified School District ensures equal opportunity employment and adheres to laws at both federal and state levels. It strictly prohibits discrimination, harassment, intimidation, and bullying whether based on factual or assumed grounds of race, religion, creed, color, national origin, ancestry, age, parental or marital status, pregnancy, physical or mental disabilities, medical condition, genetic details, veteran standing, gender, gender identity, gender expression, sexual harassment (sex), sexual orientation, or any affiliation with individuals or groups possessing any of these real or perceived traits.

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Executive Director of Fiscal Services (Internal/External)

Job Description