Lockwood School District # 26
Job Description

TITLE: Business Manager/District Clerk


SUPERVISES (if applicaable): Central office personnel & Food Service Clerk
JOB DEFINITION OR GOAL: To insure that the school district derives maximum educational dividends from prudent expenditure of school dollars and follows established state laws and regulations.


  1. Performs all district clerk tasks as outlined by School Laws of Montana and the Board of Trustees

  2. Attends all meetings of the trustees and provides for an accurate and permanent record of all proceedings at each meeting.

  3. Keeps an accurate and detailed accounting record of all receipts and disbursements of district funds in accordance with district approved accounting procedures.

  4. Prepares the annual trustee’s report as directed by the board.

  5. Designs, maintains and supervises an effective system of filing and securing all documents, records and reports of the Board of Trustees.

  6. Directs, monitors and supervises financial and related activities in all trustee, general and special levy elections.

  7. Prepares annual financial records and accounts for examination by district-selected auditor. (Includes pre-audit and post-audit procedures.)

  8. Supervises direct appropriations of budgeted funds and administers existing budgets according to state law and district policy.

  9. Supervises issuance of all warrants drawn against district funds as approved by the Board of Trustees.

  10. Develops proposed school system budgets in cooperation with the superintendent and budget unit managers.

  11. Conducts long-term fiscal planning, receipt estimation, budget control and fiscal relations with other governmental units.

  12. Prepares all state reports and claims as required by law and or requested by the trustees.

  13. Maintains strict accounting for the general fund, capital reserve funds, trust funds, construction funds, internal accounts, enterprise funds, voucher and payroll responsibilities, government tax and pension accounting, special funds, transportation fund, retirement fund, tuition fund and special government grants and supportive projects.

  14. Supervises and manages the debt service and capital funds in terms of long and short term financing, maturities and debt payments, long range capital programs, investments and short term management.

  15. Plans, directs and supervises the district’s capital fixed assets and non-capital assets and provides effective, efficient inventory control system.

  16. Supervises and directs the financial reporting control of investments of all available district funds to insure maximum benefit for the district.

  17. Responsible for supervision, planning and development of the district insurance risk management program. This responsibility includes managing insurance matters in respect to insuring policies, insurable values, coverages to be provided, claims reporting, procurement procedures, claims records, distribution of insurance to companies, agents and broker.

  18. Supervises and directs activities of all business office personnel directly assigned by the superintendent.

  19. Provides personnel management data to the superintendent as requested to include tenure statues, sick leave records, contracts salaries, retirement and deduction data, earning records, withholding tax and group insurance data, social security, TIR, tax sheltered annuities, flex plan, substitute and part-time employees.

  20. Responsible for posting all notices of legal actions of the district.

  21. Provides the superintendent and the board with materials, records, reports and research pertaining to the business operation as requested.

  22. Acts as an advisor to the superintendent and trustees on improvements and data processing appropriate to meet the needs of the district.

  23. Assists with negotiations, administration of all negotiated contracts, administration of personnel and regulation under direction of the superintendent of schools.

  24. Responsible for evaluation of all business office personnel and support administrative personnel assigned by the superintendent in accordance with district policy and procedures.

  25. Professional development – attend workshops to keep current with audit changes, accounting changes, federal laws, Montana school laws, etc.

Only minimum duties are listed. Other functions may be
required as given or assigned.


  1. High school diploma
  2. Two years of post-secondary training and five years of progressively responsible school finance skills with computer skills desirable.
  3. Able to meet and deal effectively with people.


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. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job the employee is required to talk or hear in person and by telephone. Requires vision to read computer screen, written reports and materials, mental skills to make independent decisions while meeting accuracy and productivity requirements. The employee frequently is required to sit, stand and walk and may need to bend, squat and lift up to 20 pounds.


The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of the job, the employee works inside. The noise level in the work environment is usually low. The employee must work well under pressure to meet multiple and sometimes competing deadlines.

The employee shall, at all times, demonstrate cooperative behavior with colleagues and supervisors.