Position Title:            Controller

Department:              Business Office

Reports To:                Chief Financial Officer

FLSA:                           Exempt

Term:                          12-Month Employee

SUMMARY

The Controller will oversee the school’s daily accounting operations, financial reporting, and internal controls. This role will bring a collaborative spirit, technical expertise, and a commitment to transparency and stewardship. As a key partner to the Head of School, Board of Trustees, and Finance Committee, the Controller will deliver timely, accurate financial data that informs decision-making and supports the school’s long-term sustainability.

ESSENTIAL FUNCTIONS

• General Business Office Responsibilities:
  • Foster a trusting and professional partnership with the CFO to ensure efficient operations and adherence to best practices. Promote a positive, enthusiastic work environment with the business office team while maintaining strict confidentiality in all school-related matters.
  • Inspire team members to strive for excellence and efficiency. Support individual growth by identifying opportunities for professional development and skill enhancement.
  • Oversee all accounting functions, including payroll, accounts payable, accounts receivable, and student billing. Manage the processing of all revenues and expenditures across the school. Maintain expertise in all accounting workflows and approve or implement changes to procedures as needed.
  • Maintain proficiency in all accounting software and portals used by the business office.
  • Collaborate with the Head of IT to manage changes in electronic financial data processing, including systems related to the TLS website, third-party administrators, and cloud platforms. Ensure alignment with accounting best practices, data security standards, and IT protocols.
  • Coordinate with the Facilities Manager and/or CFO regarding fixed asset purchases, classification, and onboarding of capitalized assets.
  • Partner with the Development Office to design and implement processes for donor contributions, including electronic systems and third-party platforms.
  • Work closely with the Admissions Office to ensure accurate processing of student enrollments, financial aid, and scholarship awards.
• Accounting Responsibilities:
  • Establish and maintain internal controls and procedures in compliance with GAAP, AICPA, and FASB standards.
  • Evaluate new software and portal solutions to enhance data processing and financial reporting. Assess cost-effectiveness, resource impact, and alignment with school-wide goals.
  • Lead the planning and execution of the annual financial audit. Prepare reconciliations, supporting schedules, and documentation for auditors. Review and approve final audit reports.
  • Provide necessary documentation for the preparation of the annual Form 990 and submit the approved version to the Kentucky Attorney General’s Office.
  • Prepare and review monthly financial reports, including budget variances, cash balances, and balance sheet reconciliations.
  • Reconcile all endowment funds held with consultants. Track restricted and unrestricted funds, earnings, expenses, and annual draws. Calculate annual draws for budgeting and report to relevant committees via the CFO.
  • Review and approve all cash gift, deposit, and pledge batches from Raiser’s Edge/Development Office into the general ledger. Ensure deposits are processed via Blackbaud and remote deposit systems. Maintain restricted gift tracking for internal and audit purposes.
  • Review and approve accounting data from Accounts Payable, Accounts Receivable, Student Billing, and Payroll/HR divisions. Post to the general ledger and reconcile all bank accounts monthly. Prepare and approve journal entries.
  • Enter the annual budget into the accounting systems as provided by the CFO
  • Manage daily and monthly cash flow operations. Monitor Positive Pay systems for banking security.
• Payroll & Human Resources Responsibilities:
  • Collaborate with the CFO, HR and Payroll on adherence to benefit administration, and compliance requirements.
  • Review payroll reports each pay period for accuracy and variance analysis
  • File and remit payroll taxes (monthly, quarterly, annually) to federal, state, and local agencies.
  • Manage year-end payroll system closure, including employee forms and reports.
  • Plan and Oversee the annual worker’s compensation audit
  • Serve as Administrator of the Retirement Plan. Reconcile recordkeeper reports with payroll and internal controls.
  • Oversee the annual Retirement Plan audit and provide data for Form 5500 preparation. Ensure ERISA compliance and follow-up actions.
  • Provide data to third-party for preparation of Form 5500 for the school’s benefit plans.
  • Maintain working knowledge of Faculty/Staff benefits administration and electronic open enrollment processes.
• Administrative Responsibilities:
  • Provide financial reports and updates to Committees and Board of Trustees, record and archive meeting motions and minutes.
• Office Management:
  • Supervise document filing systems, including retention and archiving of personnel, accounts payable and payroll files.
  • Encourage a culture of learning, collaboration, and value among business office team members.
• Professional Development:
  • Engage in ongoing professional education through the National Business Officers Associations (NBOA), Kentucky Society of CPAs(KYCPA), Surgent Accounting & Financial CPE, and Blackbaud software training.

QUALIFICATIONS

• Bachelor’s degree in Accounting, Finance, Business Administration, or related field required.
• CPA, CMA, CIA, CFA, or CGMA or other relevant professional certification a plus
• 5-6 years of progressive experience in nonprofit accounting, including deep familiarity with 501(c)(3) compliance and fund accounting.
• Strategic mindset and a hands-on approach to managing complex financial operations, with a strong command of GAAP and a proven track record in budgeting, audits, and financial reporting.
• Can translate financial data into clear, actionable insights for school leadership, trustees, and department heads; Understands the importance of transparency, stewardship, and long-term sustainability.
• Thrive in environments that value integrity, growth mindset and community engagement.

WORK ENVIRONMENT

• This role operates in a professional school environment. While performing the essential functions of the role, you will be expected to frequently sit, stand, walk, climb stairs, talk, hear and see (close/distance, color, peripheral vision and depth perception). This can include the ability to move around campus to attend in-person meetings.
• The role requires the ability to lift, bend, push, and pull up to fifty (50) pounds on a regular basis.
• Some evenings and weekends may be required for community events and meetings.
• Emergency staff designations, such as, the ability to lead or direct students during emergency drills and real emergency events will be required.

This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, Responsibilities, and activities may change at any time, with or without notice, to meet the needs of the school. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions, in accordance with the Americans with Disabilities Act (ADA).

About The Lexington School

With an enrollment of over 600 students, 269 in the Lower School, The Lexington School is an educational leader in Kentucky. In the past decade, it has grown in size, impact, and reputation. Known for its strong academics, focus on character, and warm, caring community, the mission of the school is to maximize the potential of all its students ages two years old through 8th grade. The campus includes 140,000 sf of academic buildings with distinct areas for Preschool, Lower School, Middle School, and The Learning Center, play spaces for each division, athletic fields, 2 gyms, and a large dining space serving locally sourced foods. The recently completed ONE School Project created innovative learning and play spaces for every age child, including a large academic center, meeting and project rooms, and innovation lab. The center of The Lexington School has always been its rigorous academic program and focus on values. The School’s reputation for excellence extends to independent, public, and parochial schools locally and nationally through graduates who attend boarding schools. The Best Private Schools, an independent online resource providing school rankings and recommendatio...ns, ranked TLS #2 among all schools nationally, an honor the School did not seek but of which they are understandably proud. With the recent ONE School Project additions and renovations, curricular innovation and active learning is at the forefront of a Lexington School education. Just published, the 2020 Strategic Vision and Plan outlines areas of focus and detailed action plans that will move the school forward with strength and purpose.

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