Position Summary

The Director of Finance reports to the Dean of Operations and serves as a strong partner on all strategic and tactical matters as they relate to financial objectives, planning, and programs aligned with the mission, strategic direction, and culture of the School including strategic financial planning, budgeting, accounting and the annual audit and 990. The Director of Finance serves as a key member of the senior leadership team, the Board of Directors’ Finance Committee, and supports all strategic initiatives related to these areas. The DOF Provides support to the Head of School on special projects as needed, including compensation and benefits. 

Required Duties for Role

Finance/Financial Planning

• Support enrollment in preparing contracts: Update rates in system prior to contracts, update financial aid in shared spreadsheet for use by enrollment, confirm staffing for remission in contracts.
• Prepare monthly/quarterly financial statements, and reconcile all financial accounts monthly
• Process semi-monthly payroll and 401k contributions
• Supervise the preparation of financial data to provide audit trails and the supporting material for conducting a professional audit, including Form 990 tax return
• Ensure that all reports are prepared and submitted to guarantee the school’s continued tax-exempt status; (2027)
• Partner for Head of School and Finance Committee on strategic projects, such as multi-year financial planning, enrollment projections, enrollment modeling, compensation, tuition, etc. Ability to use DASL and NAIS strategic financial tools required
• Oversee Financial Aid Process including communication of timing to families, yearly set up and review of applications.  Recommend amounts to the Financial Aid Committee. Maintain a  consistent process to ensure fairness, while keeping budget in mind. Work with Admissions to ensure contracts include correct financial aid
• Communicate with parents regarding financial matters, Financial Aid and including delinquent accounts collection
• Invest surplus funds in accordance with the policies established by the Finance Committee and the Board
• Record grants
• Oversee DASL input for school - ensure all areas including development and enrollment and business office input on schedule. 

Accounting

• Oversee the school’s accounting practices, ensuring accuracy and timeliness of recording and reporting, adherence to state and federal law, and generally accepted accounting principles (GAAP)
• Oversee and approve accounts payable and post in the general ledger. 
• Record all receipts of cash & set up 
• Oversee billing system and set up of invoices within the billing system (currently FACTS)
• Oversee accounts receivables and ensure timely collections
• Ensure adequate cash flow to meet the organization’s needs
• Rate Setting for Tuition. Develop a preliminary budget and recommend tuition and fee schedules to ensure sufficient revenue to balance the budget, including review of comps and HEPI
• Oversee Financial Aid Applications and, working closely with Admissions, make recommendations to the Financial Aid Committee
• Prepare a final annual operating budget for Board approval
• Monitor expenditures, provide reports to all budget managers at least quarterly and approve requisitions in accordance with the budget
• Track all restricted spending.  

Risk Management

• Oversee risk management and the renewal of the School’s property, casualty, and liability programs
• Ensure OSHA compliance and documentation
• Develop and remain aware of trends in risk management policies to ensure the most effective coverage for the cost
• Maintain professional relationships with the School’s banks, attorneys, auditors, insurance carriers, contractors, and accrediting organizations
• Maintain Worker’s Compensation and unemployment insurance package in compliance with state regulations
• Maintain appropriate liability coverage for the Board, administration, employees, students, and volunteers who work on behalf of the school
• Maintain appropriate property & casualty insurance coverage based on current evaluations of the plant, equipment, vehicles, and other property
• Submit insurance claims
• Create/Review/Revise any policies pertaining to the business office/HR role as needed

Human Resources

• Maintain and coordinate a competitive benefit and compensation package according to the policies established by the Board and under the direct supervision of the Head and in collaboration with the Head of School
• Manage and develop relationships with outside benefits providers
• Stay abreast of trends in compensation and benefits practices, provide appropriate benchmark data and information to the Head of School and/or the Board, as appropriate, for compensation comparisons and the preparation of employment offers or arrangements
• Review and approve the semi-monthly payroll processes ensuring timely and accurate pay, reimbursements, and deductions for all employees
• Assist with revisions to the Employee Handbook
• Ensure compliance with statutory and regulatory requirements with respect to labor, benefits, human resource issues, and personnel controls mandated by the state of Virginia and the federal government such as:  EEOC regulations, OSHA regulations, FMLA, ADA,  Employment Retirement Income Security Act, and wage and hour laws
• Support Head of School with employee relations
• Onboard new employees within the payroll and benefits department-(ADP and Employee Navigator) - offboard and provide COBRA form to One digital for any employee on benefits. 
• Work with Benefits brokers on open enrollment. Review & Update Employee Navigator, review benefits guide (provided by brokers- but links and data need review). Update Employee benefits summary.
• Update Employee Navigator annually for updated staff and salary.
• Send returning employee contracts and new employee offer contracts via Pandadoc. 
• Update spreadsheets with rates for reporting
• ACA set up in ADP at benefit enrollment and as staff enroll or unenroll. 1094/1095 reporting
• Any insurance reporting as needed.
• VOYA 401k compliance reporting

Growth and Development

• Develops a plan for continuous professional growth that is based on regular self-reflection and performance evaluation utilizing the annual professional assessment/development process
• Adheres to Characteristics of Professional Excellence, policies, and procedures of the school
  

Additional Responsibilities

Expectations beyond daily schedule; flexibility required.

• Represent the school at various regional, state, and national associations relative to the role
• Attendance at school events, meetings, conferences, or after-hours functions
• Participation in daily school life, such as carpool and staculty meetings 
• Participation in professional development
• Community engagement expectations
• Other duties, as required and requested by the Dean of Operations or Head of School

Employment Disclaimer

This job description is not intended to be a complete list of all responsibilities, duties, or skills required for the job and is subject to review and change at any time, with or without notice, in accordance with the needs of Richmond Montessori School.  Since no job description can detail all the duties and responsibilities that may be required from time to time in the performance of a job, duties, and responsibilities that may be inherent in a job, reasonably required for its performance, or required due to the changing nature of the job shall also be considered part of the jobholder’s responsibility.

Required Qualifications

• Bachelor’s degree in Finance, Accounting, Business Administration, or a related field
• Minimum of five years of professional experience in finance, operations, or administration
• Strong communication, organizational, analytical, and problem-solving skills
• Demonstrated ability to exercise sound judgment, discretion, and decision-making in complex or sensitive situations
• Proven ability to work independently with minimal supervision while also collaborating effectively as part of a team
• High level of professionalism, integrity, confidentiality, and exemplary work ethic
• Strong interpersonal and customer service skills, with the ability to build positive relationships across all levels of the school community and external stakeholders
• Excellent active listening skills with the ability to identify root causes, resolve issues effectively, and manage conflict constructively
• Ability to communicate clearly and professionally in both oral and written formats, including public speaking and presenting to parents, students, and community groups
• Strong attention to detail, accuracy, organization, and consistent follow-through in a fast-paced environment
• Ability to think quickly, adapt to changing priorities, and handle difficult situations with tact and professionalism
• Demonstrated ability to maintain autonomy, manage multiple responsibilities, and meet deadlines effectively
• Knowledge of current best practices and trends in finance and school operations
• Proficiency with Microsoft Office Suite (including Excel and Word), Google Workspace, email and calendaring systems, and financial/school information systems/administrative platforms such as QuickBooks, Veracross, ADP, Clarity Financial Aid, FACTS Billing, Employee Navigator, and other job-related applications
• Commitment to respectful collaboration and conflict resolution practices aligned with Montessori principles and a solutions-oriented approach

Preferred Qualifications 

• Advanced degree in finance, accounting, or related field
• Experience with independent school administration

Professional Expectations

• Demonstrates professionalism, reliability, and discretion
• Maintains confidentiality
• Engages respectfully with students, families, and colleagues
• Contributes positively to school culture
• Demonstrates sound judgment and accountability
• Commits to ongoing professional growth

Physical Factors and Work Environment

• Primarily an office position, with the exception of carpool duty and other needs as assigned
• Regular movement across campus, including walking, standing, and navigating stairs
• Ability to lift 35 pounds is required