California Independent Schools Business Officers Association

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Mark Day School: Controller

  • 10 Jan 2020 8:45 PM
    Message # 8540417

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    The Controller is responsible for the management and integrity of the School’s financial records by managing and monitoring all financial transactions, student billing and payroll.  The controller will also be responsible for preparing and maintaining appropriate records, preparing reports, managing the budget with the Head of the Business Office, and establishing and maintaining appropriate controls, policies and procedures. 

    We are seeking a collaborative team player with a high degree of integrity, accuracy, ability to work independently with in-depth knowledge of accounting and payroll.


    Accounting and Finance:

    1. Responsible for managing all accounting functions, ensuring accurate and timely financial information.
    2. Maintain, manage, and monitor the General Ledger accounting system.
    3. Prepares journal entries for our operating P&L and Balance Sheet, including: investments, gift receipts, pledged donations, student billing, fixed assets, summer programs, cash receipts, and other adjustments.
    4. Performs monthly and quarterly close of all general ledger accounts and ensures that reconciliation procedures are performed on all balance sheet accounts.
    5. Manages fixed assets ledger in the financial system and reviews purchases for items to  be capitalized, depreciated, and disposed of as appropriate.
    6. Reviews journal entries and pre-posting reports for Student Billing and Fixed Assets and posts those modules to the general ledger.
    7. Perform internal financial controls including monthly &/or quarterly reconciliations.
    8. Maintain compliance with governmental regulations and GAAP.
    9. Close partnership with Accounts Payable Specialist with review of accounts weekly.  
    10. Lead in preparing the financial schedules for the school’s annual audit.
    11. Meets regularly with the Development Office to ensure accounts are in agreement with Business Office including: unrestricted annual giving, restricted annual giving, campaign giving and pledges, endowment giving and pledges.  

    Student Billing and Other Receivables:

    1. Responsible for Tuition and Fees Student Billing, Revenue Recognition Procedures, and Student Account Receivable Management.
    2. Responsible for the accuracy of Tuition and Fees in Student Records Modules for Enrollment, Blackbaud for Financial Reporting, and FACTs Tuition Management System for Student Billing and Remittance.
    3. Prepare tuition and fee student bills, which include amounts owed under various payment plans and billing for tuition refund via the FACTS Tuition Management System.
    4. Serve as lead liaison with FACTS Tuition Management.
    5. Responsible for ensuring payments received for tuition and incidental charges are updated timely in Blackbaud (student billing system) and reconciled to FACTS/other, and the operating bank account.
    6. Consult and advise Head of Business Office of problem accounts and prior to any and all adjustments.
    7. Reconcile all operating accounts, which includes and not limited to ensuring all checks, cash and credit card transactions submitted to the business office are accounted for.  
    8. Coordinate with Accounts Payable Specialist for the entry of all payments, preparing deposits, and generating of reports (as needed).  
    9. Reconcile all payments received (development, afterschool programs, day camp, etc).



    1. Responsible for all payroll processes end to end.
    2. Key contact with TriNet, our co-employer partner for payroll, benefits, COBRA, workers compensation, and new hire requirements.
    3. Assures new and terminated employees are recorded accurately with TriNet (maintenance of payroll database) as well as ensures all required new hire documents are completed in a timely manner.  This includes benefit and salary updates, as needed.
    4. Manage and monitor vacation/sick leave for annual end of year accruals.
    5. Weekly and/or monthly payroll entries for transmission to payroll provider for payroll processing.
    6. Preparation of appropriate general ledger entries reflecting payroll, benefits, and taxes.
    7. Serves as administrator with Pinnacles Consulting to ensure all benefit programs (including: responsibility for timely filing of all 5500 reports and non-discrimination reports) are in compliance with retirement benefit regulations.
    8. Own the planning, management, monitoring, and execution of payroll in adherence to the payroll calendar.


    Other Responsibilities:

    1. Assist special projects as requested;
    2. Prepare information for periodic surveys and reports for the School’s key external organizations (NAIS, Cal-ISBOA, etc.);
    3. Works closely with Accounts Payable Specialist, Director of After-school and Summer Programs, Director is Admission, and Associate Director is Development.
    4. Perform all clerical and administrative functions related to the Controller position.



    1. Bachelor's degree in Accounting required. Certified CPA highly desired.
    2. 5+ Years of Accounting and Payroll experience required.  
    3. Experience in a non-profit organization or independent school preferred.



    1. Proficiency in accounting systems.
    2. Proficiency in Microsoft Excel.
    3. Familiarity with Blackbaud systems preferred. 
    4. Excellent written, oral and interpersonal communication skills.
    5. Strong organizational skills, the ability to multitask, with attention to detail & accuracy.
    6. Strategic and proactive problem-solving skills.
    7. Financial modeling and forecasting skills.
    8. Ability to solve problems, effectively and efficiently in a service-oriented manner. 
    9. Adaptability, tenacity, and the ability to maintain grace under pressure.



    Compensation is competitive and based on experience.  Benefits include medical and dental coverage, a retirement plan, four weeks of vacation.




    The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. 




    The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. 


    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, school dances, and other events.

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