The Assistant Controller is responsible for the areas of accounts payable and procurement, billing and collections, cash management, support for the monthly close and budget processes, monthly financial analysis and forecasting, assist with year-end audit and providing accounting assistance for all other functions of the department.
Oversees the full cycle accounts payable function from vendor setup to cash disbursement
Acts as primary Accounts Payable contact for vendors, management and department heads, and maintains vendor records in the accounting system
Facilitates vendor setup and approval; maintains vendor information and works with Payroll & Benefits Coordinator to prepare annual 1099’s and Form 1096
Facilitates the monthly closing and reconciliation of American Express cards including obtaining all necessary supporting documentation for charges
Oversees the full cycle accounts receivable function from family setup to collection of amounts due under various payment plan.
Oversees and monitors the maintenance of the School’s third-party billing software (Smart Tuition)
Uploads accounts to Smart Tuition and facilitates mailing of tuition bills, which include calculation of amounts owed under various payment plans and billing for tuition refund insurance (amounts vary depending on financial aid status) and other program fees (class trips, athletic fees, bus transportation, etc.). Follows up with departments who have not submitted charges on a timely basis.
Processes enrollment contracts and deposits and enters all new students and relevant information into the student billing system.
Makes collection phone calls, sends follow-up letters and establishes payment plans with families who require special consideration. Consults CFO and Controller on significant delinquencies.
Reconciles all checks and cash submitted to the business office. Enters payments, prepares deposits, and generates reports for the Controller and CFO. Payments come from development, afterschool programs, summer camp, COBRA receipts, field trip payments, facilities rentals, etc.
Support the monthly close process by preparing schedules and account analyses to be reviewed by the Controller (i.e. accounts receivable, deferred revenue, net tuition revenue, accrued expenses, bank reconciliations, fixed assets, other, etc.)
Reconcile and record the monthly donation activity from the Advancement gift system (Raiser’s Edge) to the General Ledger
Distribute and review monthly budget reports with department heads
Support & assist with the quarterly forecast process by preparing supporting work papers as requested by the Controller
Support the annual budget process by preparing supporting work papers, distributing and fielding department templates and entering data for review by the Controller
Support the annual audit by preparing supporting work papers and providing copies of support requested by the audit team
Assist with the production of Finance Committee & Board Meeting financial packages and presentations
Attend Finance Committee & Board meetings as needed along with the Controller and CFO
Assist with special projects such as system conversions (Payroll system, Raiser’s Edge integration with Financial Edge, Financial Edge (GL System) upgrade, Employee Travel & Expense system, & image repository system)