The role of the Controller is an integral part of the Business Office, responsible for coordinating and assisting in the preparation of financial reports such as the trial balance, income statements, balance sheet and analyses of historical and projected income and expenses. In addition, this role assists with other special reports that may be needed. The Controller oversees the day to day accounting process which includes payroll, purchasing, accounts payable, accounts receivable, endowment and billing operations and coordinates the functions of audit and budgeting.
Reporting directly to the CFO, the Controller is also responsible for recommending and administering all accounting policies and procedures, insuring that strong internal controls and effective transaction processing routines protect the assets of the school and result in meaningful, timely and accurate financial reporting. The Controller manages the administration of employee benefits.
Manage payroll including recording and reconciling all financial transitions pertaining to payroll
Monitor and assist accounts payable, student billing and other accounting personnel in the Business Office as needed. Make follow-up account receivable calls as necessary.
Responsible for daily Benefits Administration with guidance from the CFO
Manage background check process including State of Mass Cori checks as well as Federal Fingerprinting.
Process Contributions to TIAA-CREF 403b plan, be able to work with employees and retirement.
Manage finance functions including general ledger journal entries, payroll, accounts payable, budgeting, accounts receivable, and student billing.
Ensure accurate and timely financial information and reporting, cash and variance analyses, all balance sheet reconciliations and major revenue and expense account analysis. Assist in the preparation of financial statements.
Prepare, post and reconcile all investment activity and related accounting entries, and prepare all associated spreadsheets and analyses.
Reconcile all cash, stock and in-kind gifts from Raisers Edge module of the Blackbaud accounting system (Advancement Office).
Ensure accurate and appropriate coding and/or approval of all revenue, expenditure and journal transactions to their appropriate accounts, including unrestricted, temporarily restricted and permanently restricted funds.
Coordinate with the Advancement Office to ensure the department reports are reconciled
Maintain accurate and appropriate general ledger chart of accounts.
Provide support in the hiring, training and review of accounting department staff.
Preparation and monitoring of monthly departmental budget reports and forecasts, working with administrators and department chairs re budget performance.
Communicate accounting policies to employees and ensure compliance with such policies.
Actively stay current on new regulations in GAAP and relevant non-profit accounting issues.
Maintain all general and permanent office files for the school.
Calculate and allocate internal department charges for transportation, food, benefits, auxiliaries.
Provide support for the CFO in preparation for Finance Committee or other Board-related meetings.
Plan, coordinate and oversee the annual financial audit including the School’s 403(b) plan audit.
Collecting data for the annual IRS Form 990 and reconcile to the school’s general ledger
Conduct and/or supervise the year-end inventory of any inventory and office supplies.
SURVEYS AND PEER REPORTING
Prepare all periodic surveys and compliance reports for various school industry organizations (e.g. NAIS, NBOA, Commonfund, etc.), as well as other internal and external information requests for financial data
Remain aware and current of private school industry trends and activities.
OTHER DUTIES AND RESPONSIBILITIES
Work with outside auditors to review and/or file forms, including but not limited, to the annual IRS Form 5500’s for the School’s defined contribution and other benefit plans, annual excise tax report, annual 1099 forms, charitable organization registration form, property tax exemption, Forms 940 and 941, unclaimed property tax return, annual State of Mass Form PC and City of Newton 3ABC report.
Prepare, reconcile and report on construction activities, as necessary.
Resolve any reporting issues with the IRS and other Federal and State regulatory agencies.
Analyze ancillary programs for profitability and effectiveness
Prepare and periodically update dashboard analyses of key school factors and trends
To perform the job successfully, an individual should demonstrate the following competencies:
Ability to Learn and Teach others established procedures - Recognizes the importance of learning and motivates others by own enthusiasm. Able to learn and reproduce the current processes and recommend best practices to streamline Business Office and School procedures.
Time Management Skills - Manages many tasks and projects simultaneously while adhering to deadlines. Maintains appropriate work/life balance without compromising expectations of others. Respected for ability to meet deadlines and “make” time for unexpected projects or requests.
Organizational Skills - Creates action plans to meet goals and objectives, and conducts periodic reviews of progress and measures against goals. Recommends and establishes internal and external policies to ensure the success of the Business Office and School; establishes broad policies to ensure success. Exercises self-motivation with an excitement to learn and grow within the position and organization.
Written and Verbal Communications Skills - Exhibits strong interpersonal skills and maintains open communication channels with numerous constituencies of the School, including peers, administrators, parents and vendors; effectively communicates key data and complex accounting issues, including presentations and dashboards, to various Board of Trustee committee members.
Problem Solving Skills - Considers a broad range of internal and external factors when solving problems. Grasps complexities and perceives relationships among different problems or issues.
All prospective employees must be able to adequately clear a background check.
Physical Demands and Work Environment:
The physical demands and work environment 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 must be physically and mentally capable of performing multiple tasks (such as phone calls, computer work, and receiving visitors) under stressful situations and able to function in a fast-paced environment.
The noise level in the work environment is usually moderately quiet; however, variations in noise level may occur when the employee attends school functions such as assemblies, sports activities, etc.
If seriously interested, please submit cover letter, resume’, examples of prior success in a similar environment, and list of references to: Bob Rooney, CFO, Brimmer and May School. firstname.lastname@example.org
The ideal candidate will hold a bachelor’s degree in accounting or equivalent experience with a minimum of 5-7 years’ expertise in non-profit accounting, including managerial experience with a proven record of mentoring staff, ideally in an independent school or higher education setting.
This position requires strong organization, written and verbal communication, and interpersonal skills. Strong proficiency with Excel, Office and other computerized accounting systems is required (experience with Sage, Blackbaud Financial Edge NXT or Senior Systems accounting software highly beneficial). Highest regard for confidentiality and exemplary ethical standards is necessary, as well as the ability to manage multiple tasks and projects under the pressure of deadlines.