Controller, Accounting, Accounts Receivable​/ Collections

OVERVIEW:

The Carey School is a Preschool to Grade 5 independent school located in San Mateo, California, operating on two campuses. The Carey School is committed to being an inclusive environment that supports the social-emotional growth of all constituents and seeks candidates who value this endeavor. At Carey, we work to create classroom communities that support students in becoming lifelong learners that are engaged, joyful, thoughtful, metacognitive learners that can make their thinking visible.

Reporting to the Director of Finance and Human Resources, the Controller is responsible for managing the school’s financial operations with integrity, accuracy, and fiscal responsibility. This role plays a key part in ensuring sound financial management in support of the school’s educational mission. The Controller supports and advances the school’s mission as approved by the Board of Trustees.

• Uphold and adhere to NAIS and CAIS Principles of Good Practice.
• Support the functions of the Business Office, following priorities established by the Director of Finance and Human Resources.
• Assist the Director of Finance and Human Resources in managing the school’s financial resources in a prudent and responsible manner.

• Track all receipts, disbursements, and proper coding of accounts.
• Manage student accounts and respond promptly and professionally to parent inquiries.
• Bill families for tuition, extended care, and auxiliary programs.
• Process all accounts payable and accounts receivable.
• Reconcile investments, receivables, enrollment, and contribution accounts.
• Review bank reconciliations as prepared by outside CPA.
• Manage monthly financial close.
• Prepare and record journal entries; review with the Director of Finance and Human Resources through the close process.
• Review general ledger activity and reconcile balance sheet accounts monthly.
• Maintain fixed asset ledger and record depreciation.
• Maintain organized and compliant accounting files and records.
• Maintain and manage Quick Books.

• Input the approved annual budget into the accounting system.
• Prepare and distribute monthly budget, financial, and variance reports to the Director of Finance and Human Resources, and department leaders.
• Reconcile annual fund, capital gifts, and Parent Association accounts.
• Alert the Director of Finance and Human Resources to financial discrepancies, risks, or emerging issues.
• Assist with annual audit preparation and auditor requests as directed by the Director of Finance and Human Resources.
• Accrue state use tax and process annual filings and payments.

• Manage credit card donations for annual giving, Parent Association auction, and related reconciliations.
• Support the Parent Association with financial reporting and account reconciliations.
• Collect receivables, including deposits and tuition payments.

• Manages online expense management systems to ensure proper coding and approval of purchases.
• Maintain systems of cost control aligned with educational priorities and budget limitations.
• Assist the Director of Finance and Human Resources with cash management and forecasting.

• Manages billing of Extended Care and After School Adventures.
• Monitor receivables for accounts receivable associated with Auxiliary Program billings.
• Provide receipts to parents for Auxiliary Program billings.
• Handle payment of After School Adventures vendors.

• Excellent organization skills, accuracy, and attention to detail.
• Ability to independently set priorities and ability to manage competing priorities.
• Extensive experience with Quick Books…