Purpose: Perform daily, monthly, and annual accounting activities for Prospect Sierra School according to generally accepted accounting principles to assist the Head of School and Chief Financial Officer with the ongoing financial management of the school. Additionally, this position analyzes and prepares informational data for school budgets and operations to assist operating and budget managers.
Accounting - General Ledger & Financial Statements
Compiles and analyzes financial information to prepare entries to accounts, such as general ledger accounts, documenting business transactions into Blackbaud accounting system. Keep CFO informed of developments and trends in financial statements.
Reviews, investigates, and corrects errors and inconsistencies in financial entries, documents, and reports.
Analyzes financial information detailing assets, liabilities, and capital, and monthly prepares balance sheet, income statement, and other reports to summarize current and projected company financial position for operating managers.
Prepares and distributes monthly budget reports to all budgetary managers and senior administrators.
Directs the maintenance of general and subsidiary ledgers, accounts receivable, revenue distribution, depreciation, cost, property and operating expenses.
Monthly prepare and maintain bank, cash and key account reconciliations.
Prepare and maintain all other account reconciliations including investment schedules.
Track all assets purchased and related receipts and work papers.
Prepare financial statements, schedules, work papers and other requested information for annual audit.
Oversee credit card expense management and reconciliation of monthly expenditures.
Assist Parent Association with budgeting and quarterly reporting.
Process weekly accounts payable, ensure documentation is complete for check issuance (purchase orders, invoices, budget account and necessary approvals) and enter data into accounting system.
Monitor purchases for proper inclusion in operating budget.
Manage and monitor departmental budgets (with department heads).
Maintaining up-to-date files of invoices, checks and accounting reports.
Revenue Processing and Accounts Receivable
Enter and maintain all student billing accounts and related information in the Smart Tuition Billing system.
Monitor on a monthly basis all late payments and follow up with parents on any account more than 1-2 months behind. Make collection calls as needed to parents. Advise HOS and CFO when nonpayment becomes a problem (uncollectable, emergency assistance, affects enrollment, etc.)
Preparation and reconciliation of all deposits.
Coordinate enrollment contracts (tracking, miscellaneous contracts, missing contracts, receipt of deposits, etc.) with Admissions and Technology departments.
Tuition Assistance Program
Participate on the School’s Flexible Tuition Committee in the annual evaluation of family financial aid requests.
Support committee by reviewing all financial aid request forms, ensuring all documents have been received and maintaining the summary spreadsheet of the relevant data for presentation to committee.
Act as a resource to families to assist in the completion of their flexible tuition applications.
Other on-going responsibilities:
Responsible for distribution, maintenance and reconciliation of petty cash.
File various governmental forms including Business Property Statement, Non-Profit Exemption Report Environmental Fee Report and others as required.
Work with CPA to compile data necessary for annual tax filing (form 990).
Preparation and monitoring of debt related documents (covenant reports, cash flow, interest and principle payments).
All federal, state and local required tax related filings.
Attend Finance Committee meetings and draft minutes.
Train and cross-train with other business office employees to ensure broad knowledge of all essential functions.
Participate with updating Business Office/Accounting Procedures Manual.
Ongoing evaluation and updating of accounting software.
Review, archive, destroy all financial and accounting files in accordance with the document retention policy.
Provide data for yearly surveys of NAIS, CAIS, ISBOA and other professional membership organizations
Other duties as may be assigned by the HOS or CFO.
About Prospect Sierra School
Prospect Sierra is an independent, coed TK–8 school located on two campuses in El Cerrito, California, serving 465 students. Prospect Sierra gives students the tools to build a better world by integrating rigorous academics with a deep understanding of human emotions. Everyday our talented teachers connect students' academic experiences to ethics, empathy, and social and emotional intelligence. The result is deeper intellectual engagement, greater self-knowledge, and compassionate relationships. Prospect Sierra students develop courage to become great people, not just great students.