Reports to: Chief Financial Officer
Status: FT, Exempt
Salary Range: $75,000-$95,000 Salary commensurate with experience
Job Overview
The Senior Assistant to CFO serves as a key member of the Business Office, responsible for managing accounts receivable, accounts payable, payroll, and supporting higher-level financial operations. This role works closely with the CFO, contributing to financial reporting, budgeting, internal controls, and strategic financial processes while ensuring accurate day-to-day operations.
Key Responsibilities
Accounts Receivable & Student Billing
- Manage all accounts receivable functions, including journal entries, general ledger reconciliations, and audit preparation
- Serve as liaison with FACTS for tuition payment plans; enter charges/credits and reconcile to internal systems and general ledger
- Reconcile tuition revenue, financial aid, tuition remission, and enrollment contracts
- Communicate with familiesregardingbilling, payment schedules, and past-due accounts
- Manage collections process and coordinate with legal counsel as needed
- Work with Admissions and Data Base Manager to reconcile enrollment, contracts, and financial aid
- Assistfamilies with financial questions related to enrollment and aid
Accounts Payable
- Manage full accounts payable cycle, ensuringtimelyandaccurateinvoice processing and payments
- Maintain vendor relationships and resolve discrepancies
- Record ACH transactions and reconcile credit card activity
- Assistin developing AP policies and internal controls
Payroll & Employee Financial Services
- Prepare andsubmitpayroll through ADP and record payroll journal entries
- Fund Employee Retirement plans through TIAA
- Fund Employee Health Savings Accounts through Optum Bank
- Track leave bank balances and process PTO payouts
- Coordinate employee tuition adjustments and payroll deductions
- Respond to employee questionsregardingpayroll and benefits
- Assistwith health insurance open enrollment
Cash Management & Financial Reporting
- Process and record all deposits, including remote deposits and bank transactions
- Reconcile monthly bank activity andidentifyrequired journal entries for CFO
- Run monthly financial reports andassistwith financial close processes
- Prepare reports and spreadsheets for leadership and Division Head meetings
- Post and reconcile Blackbaud, auxiliary program, and other deposits
Program, Auxiliary & Insurance Management
- Manage billing and collections for auxiliary programs (trips, camps, enrichment, etc.)
- Support transition to online payment systems outside FACTS
- Coordinate with Dewar Insurance for billing, tracking, and claims management
- Provide financial reporting and analysis for program leaders and CFO
Assistant CFO Functions
- Support CFO in preparation of monthly, quarterly, and annual financial statements
- Assistwith budget preparation, forecasting, and variance analysis
- Monitor and analyze cash flow and financial performance trends
- Help develop andmaintaininternal controls, policies, and procedures
- Assistwith audit preparation and external auditor requests
- Provide financial analysis and recommendations to support decision-making
- Participate in strategic planning and financial modeling initiatives
- Ensure compliance with accounting standards, school policies, and regulatory requirements
- Identifyopportunities for process improvements and operational efficiencies
- Serve as backup to CFO when needed for financial operations and reporting
Administrative & Operational Support
- Digitize andmaintainfinancial records and business office files
- Assist with Business Office projects and process improvements
- Performadditionalaccounting and administrative duties as assigned by the CFO
School-Wide Responsibilities
- Participate in committees and school-wide initiatives
- Attend staff, supervisor, and team meetings
- Support school events and contribute to the overall school community
Qualifications
- Bachelor's degree in Accounting, Finance, or related field preferred
- 3-5+ years of experience in accounting, including AR/AP and payroll
- Experience with QuickBooks, ADP, FACTS, or similar systems preferred
- Strong understanding of GAAP, financial reporting, and internal controls
Key Skills
- Strong analytical and financial reporting skills
- Attention to detail and accuracy
- Ability to manage multiple priorities and deadlines
- Excellent interpersonal and communication skills
- High levelof integrity and confidentiality
- Advancedproficiencyin Excel and financial systems
Work Environment
This position operates in a collaborative school environment with regular interaction with families, employees, and leadership. The role may require additional hours during audits, budget cycles, and enrollment periods.
