Job Description: Assistant Controller
Reports To Head of Finance
Status Full-Time, Exempt
Takes Direction From Executive Team, Strategic Team
Calendar Administrative Calendar
Job Summary
Responsible for the day-to-day accounting operations of the school, ensuring the accuracy and integrity of financial records. Reporting to the Head of Finance, this position manages accounts payable, accounts receivable, general ledger activity, account reconciliations, and the monthly and annual close processes. The Assistant Controller supports the school's financial operations by maintaining strong internal controls and providing timely and accurate accounting information.
Certifications and Qualifications
- Bachelor's degree in Accounting required.
- CPA or progress toward CPA certification is a plus.
- Current (dated within a year) Act 34, 114, and 151 clearances
- 3+ years of nonprofit leadership experience required, with independent school experience preferred..
- Month-end and year-end close experience required.
- Working knowledge of Generally Accepted Accounting Principles (GAAP).
- Blackbaud Financial Edge NXT experience required.
- High degree of proficiency in Microsoft Excel and Microsoft Office applications.
- Strong organizational skills with exceptional attention to detail.
- Excellent analytical and problem-solving abilities.
- Ability to manage multiple priorities and meet deadlines.
- Strong written and verbal communication skills.
- Ability to maintain confidentiality and exercise sound professional judgment.
Essential Duties
General Accounting
- Maintain the integrity of the general ledger and chart of accounts.
- Prepare and post recurring, adjusting, and accrual journal entries.
- Reconcile all balance sheet accounts monthly.
- Review financial transactions for accuracy and compliance with school policies and accounting standards.
- Assist with cash management activities.
Accounts Payable
- Process accounts payable from invoice receipt through approval and payment.
- Maintain vendor records, including W-9 documentation.
- Prepare annual 1099 reporting.
- Respond to vendor inquiries and resolve discrepancies.
Accounts Receivable
- Process tuition, fee, and other receivable billings.
- Record and apply payments accurately.
- Monitor outstanding receivables and assist with collection efforts.
Month-End Close
- Coordinate the monthly financial close process.
- Prepare month-end accruals, adjusting journal entries, and balance sheet reconciliations.
- Review account activity for completeness and accuracy.
- Prepare supporting schedules for monthly financial reporting.
Fiscal Year-End Close
- Assist with the annual fiscal year-end closing process.
- Prepare year-end journal entries, supporting reconciliations, audit schedules and supporting documentation.
- Serve as a primary liaison with external auditors during the annual audit.
Internal Controls and Compliance
- Follow and support established internal accounting controls.
- Ensure compliance with Generally Accepted Accounting Principles (GAAP), school policies, and regulatory requirements.
- Identify opportunities to improve accounting processes and operational efficiency.
- Maintain accounting procedures and supporting documentation.
Other Responsibilities
- Partner with Procurement and Operations to support purchasing activities, maintain accurate financial records, and ensure compliance with established purchasing and payment procedures.
- Assist with payroll reconciliations and employee benefit accounting.
- Support grant and restricted fund accounting, as applicable.
- Participate in accounting system enhancements and process improvement initiatives.
- Perform other duties as assigned by the Head of Finance.
- Provide support for the Head of Finance at Finance Committee and Board meetings
- Engage with other members of the team to facilitate collaboration and ensure that all financial functions support the strategy and mission of the school
- Assist other members of the Executive, Senior, and Operations teams in finance-related activities
Additional Duties and Responsibilities
- Ensure all information is kept private and confidential
- Ensure working environment holds to the ASUA’s privacy and confidentiality standards
- To read and abide by the Employee Handbook including updates and changes
- To attend all mandatory meetings, including those that fall outside of regularly scheduled school hours and as described in the Employee Handbook
- Adhere to ASUA’s policies, procedures, and methodologies
- This job description in no way states or implies that these are the only duties to be performed by this employee. The individual in this position will be required to follow any other instructions and to perform any other related duties as assigned by any member of the Executive Team or other appropriate administrator.
Organizational Relationships & Supervisory Responsibilities
- Directly accountable to the supervisor listed above and, in the absence of that individual, to the Head of School
- This position does not have direct reports
Competencies Required
- Ability to prioritize and manage in a fast-paced and high-stress situation
- Excellent interpersonal and communication skills
- Demonstrated ability to follow established policies and procedures
- Able to work independently and effectively with other team members
- Good team player and very reliable in working without close supervision
Work Environment Requirements
Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.
- Moderate degree of physical stamina, with frequent lifting of up to 25 pounds and the possibility of lifting and/or carrying up to 50 pounds
- Frequent standing, walking, sitting, and bending
- Ability to move through the physical space of the building which may or may not require stairs, distances, and the operation of doors and gates
- Moving light furniture may be required
- Adequate vision and hearing ability for monitoring the verbal and non-verbal responses of students
- May require driving school vehicles operated under a standard driver’s license
- Exposure to noise and activity of a special needs school setting
- May involve exposure to communicable diseases and other adverse conditions
- Knowledge of universal hygiene precautions
Equipment/Material Handled
The individual in this position shall be assigned a variety of resources and materials which are to be appropriately stored and accounted for. All media resources and borrowed material are to be judiciously used, and are to be maintained in a reasonably unsoiled and non- damaged fashion. Must know how to properly operate or be willing to learn to operate all multimedia equipment including current technology.
ASUA reserves the right to update, revise, or change this job description and related duties at any time.
Pay: From $80,000.00 per year
Benefits:
- 403(b)
- Dental insurance
- Health insurance
- Life insurance
- Paid time off
- Parental leave
- Tuition reimbursement
- Vision insurance
Education:
Experience:
- non-profit leadership: 3 years (Required)
- Blackbaud Financial Edge NXT: 1 year (Required)
Work Location: In person
