Position: Senior Accounting Coordinator

Reports to: CFO

Evaluated:  Annually
Employment Type:  Full-Time

Position Purpose: The Senior Accounting Coordinator supports the financial operations of the organization through a variety of responsibilities, including reconciliations, financial research, audit support, accounts payable, and system process improvements. This role plays a critical part in ensuring accuracy and integrity across multiple financial systems and revenue streams. The position also serves as a key resource in cross-functional collaboration with other areas such as Admissions, Development, Camp Programs, and Facilities.

Senior Accounting Coordinator’s responsibilities include:

• Accounts Receivable and Daily Transactions:
• Ensure compliance with GAAP nonprofit accounting standards in all revenue-related entries.
• Manage all accounts receivable functions, including invoicing, payment posting, collections, and reconciliations. 
• Communicate with families regarding account status, payment plans, and billing inquiries with professionalism and discretion.
• Calculate prorated tuition and fees for students enrolling mid-year.
• Oversee and record revenues related to tuition, student fees, donations, school store, commercial properties, and events using various platforms including NelNet FACTS, PayPal, CampBrain,  LightSpeed, ClassWallet, QuickBooks, and multiple merchant accounts.
• Take primary responsibility for initiating and managing collection actions on delinquent accounts, including drafting tuition repayment agreements for CFO approval.

• Analyze aging reports and recommend write-offs or bad debt allowances to the CFO.

• Funds, Journal Entries and Reconciliations:

• Record releases from restriction and monitor grant and donation spending to ensure accurate allocation of funds.
• Maintain accurate tracking and reporting of restricted and unrestricted funds in accordance with FASB ASC 958.
• Prepare journal entries, monthly reconciliations, and supporting schedules as part of the monthly close process.
• Maintain and update depreciation schedules and fixed asset reconciliations.
• Perform monthly reconciliations for general ledger accounts.
• Review and manage daily integration of NelNet FACTS income into QuickBooks.

• Cross-Department Collaboration 

• Participate in meetings with Admissions and Development to align on priorities, support revenue forecasting, and ensure donations are properly tracked.

• Purchasing and Sales Tax Compliance

• Initiate and place orders with vendors, including Amazon and educational suppliers, based on approved purchase requests.
• Monitor purchases for budget compliance and proper account coding.
• Calculate and remit Texas state sales tax related to campus store and other taxable sales.

• Financial Aid Support

• Assist with financial aid applications and review supporting documentation to determine preliminary eligibility.
• Coordinate with the Admissions and Finance teams to support accurate and timely financial aid determinations.

• Audit Support 

• Support annual audit by providing documentation for tuition, revenue deferrals, bank records, and general ledger adjustments.
• Participate in auditor calls and deliver requested materials accurately and on time.

• Accounts Payable and Daily Transactions

• Serve as backup and provide guidance to accounts payable, including invoice processing, ACH/check runs, and vendor communications.
• Provide input on accounts payable procedures and contribute to the development of internal controls.
• Assist with payroll, benefits reconciliations, and other accounting projects as needed in a collaborative office environment.

• Special Projects 

• Support both one-time and recurring projects, including contract tracking, donor management, and process/system improvements.
• Investigate and resolve duplicate, unclassified, or inconsistent transactions across financial systems.
• Resolve coding issues, research undeposited funds, and investigate missing or incomplete data in the accounting software.
• Collaborate with relevant departments and external partners to resolve discrepancies.

Essential Functions

• Ensure accurate and timely management of accounts receivable, including invoicing, collections, and reconciliations.
• Maintain accounting records and processes in compliance with GAAP and FASB ASC 958.
• Record and monitor restricted/unrestricted funds, releases from restriction, and grant utilization.
• Support the monthly close process through journal entries, reconciliations, and fixed asset tracking.
• Collaborate with Admissions, Development, and Finance to support revenue forecasting and financial aid processes.
• Assist with purchasing, sales tax compliance, and financial reporting across platforms.
• Provide audit documentation and support auditor communication.
• Contribute to process improvements and resolution of financial data inconsistencies.
• Serve as A/P backup and support payroll and benefits reconciliation as needed.

Professional Requirements:

• Strong knowledge of GAAP and FASB standards for nonprofit entities, including ASC 958.
• Proficient in QuickBooks Desktop, Microsoft Office Suite, and Nelnet FACTS system.
• Advanced skills in Microsoft Excel.
• Ability to manage multiple priorities and deadlines.
• Strong problem-solving skills and attention to detail.
• Proven ability to handle confidential information with discretion.
• Excellent interpersonal skills and a collaborative, service-oriented mindset.
• Commitment to the mission and values of Waldorf education.

Work Environment and Physical Requirements
This position is performed in an office environment and requires frequent sitting, standing, and computer use. Occasional lifting of materials up to 20 lbs may be required.

Education and Experience:

• Bachelor’s degree in Accounting
• Minimum of 5–7 years of progressive accounting experience in non-profit accounting

About Austin Waldorf School

AWS is an established school community with a projected enrollment of around 390 students in pre-kindergarten-12 (85+ students in the high school) for the 2024/2025 school year. AWS is fully accredited by the Association of Waldorf Schools of North America (AWSNA) and the Independent Schools Association of the Southwest (ISAS). Community events, such as festivals, concerts, plays, athletics, and adult education classes, create an atmosphere of cultural enrichment. Our picturesque 30-acre campus consists of four kindergartens, eight-grade school classrooms, library, handwork room, nine-classroom high school including a state-of-the-art science lab, performing arts center, gymnasium, eurythmy hall, art studio, school store, gardens, and playgrounds. Austin is a vibrant city set in the natural beauty of the Texas Hill Country. It’s a beautiful place to live with many offerings of a much larger city while providing quick access to lovely greenspace. The Austin Waldorf School is a non-profit organization that welcomes applicants of any religion, race, color, sexual orientation, gender, national or ethnic origin

Connections working at Austin Waldorf School