Bookkeeper

Job Description

Job Description

Bookkeeper / Finance Analyst Job Description

Job Title

Bookkeeeper

Reports To

Head of School

Position Summary

The School Bookkeeper is the financial backbone of our institution. In this role, you will manage day-to-day accounting operations, oversee tuition billing and collection, process payroll, and maintain accurate financial records. Because we are a small private school, this position requires a high degree of confidentiality, a customer-service mindset when interacting with parents regarding accounts, and the flexibility to support broader administrative goals.

Essential Duties and Responsibilities

• Prepare and maintain the school's annual operating and capital budgets.
• Monitor actual revenues and expenditures against approved budgets and identify variances.
• Develop monthly, quarterly, and annual financial reports for school leadership and the Board of Directors.
• Analyze tuition revenue, enrollment trends, and student retention data to support financial planning.
• Monitor scholarship, financial aid, and grant funding allocations and expenditures.
• Assist in preparing financial projections based on enrollment forecasts and staffing plans.
• Evaluate departmental spending and recommend cost-saving opportunities without compromising educational quality.
• Perform financial analysis for new academic programs, facility improvements, and capital projects.
• Support the preparation of annual audits by organizing financial records and assisting external auditors.
• Ensure compliance with school financial policies, grant requirements, and applicable federal and state regulations.
• Monitor cash flow and assist in forecasting short- and long-term financial needs.
• Prepare financial reports for grant applications and post-award reporting requirements.
• Analyze payroll and employee benefit costs to support staffing decisions.
• Develop financial dashboards and key performance indicators (KPIs) for school leadership.
• Collaborate with the admissions, business office, human resources, and academic departments to support financial planning and operational efficiency.

Maintain confidentiality of financial, employee, and student information.

Qualifications

• Bachelor's degree in Finance, Accounting, Business Administration, Economics, or a related field.
• Minimum of 2–5 years of experience in financial analysis, budgeting, accounting, or nonprofit/educational finance preferred.
• Experience with school finance, nonprofit organizations, or educational institutions is preferred.
• Advanced proficiency in Microsoft Excel.
• Experience with accounting, payroll, and student information systems is preferred.
• QuickBooks

Strong understanding of budgeting, financial reporting, and forecasting.

Key Skills

Financial & Technical Skills

• Budget management
• Tuition revenue analysis
• Enrollment forecasting
• Grant budget management
• Scholarship and financial aid analysis
• Cash flow management
• Microsoft Excel
• Financial reporting systems
• QuickBooks

Analytical Skills

• Critical thinking
• Strategic planning
• Problem-solving
• Risk assessment
• Decision support
• Attention to detail

Communication Skills

• Strong written and verbal communication
• Presentation of financial data to school leadership and governing boards
• Ability to explain financial information to non-financial staff
• Collaboration across academic and administrative departments

Organizational Skills

• Time management
• Project coordination
• Ability to manage multiple priorities
• Accuracy and attention to deadlines
• Strong documentation practices

Personal Attributes

• Integrity and professionalism
• Confidentiality
• Initiative
• Accountability
• Adaptability
• Team-oriented mindset
• Commitment to supporting the school's educational mission

Preferred Knowledge

• Private school finance and operations
• Tuition billing and collections
• Grant administration and reporting
• Nonprofit accounting principles
• Payroll and employee benefits administration
• Texas Education Freedom Accounts

Board financial reporting

Performance Indicators (KPIs)

• Accuracy and timeliness of financial reports
• Budget variance within established targets
• Effective cash flow management
• Compliance with audit and grant requirements
• Timely completion of annual budget
• Identification of cost-saving opportunities
• Quality of financial recommendations supporting school leadership
• Successful management of tuition and enrollment financial projections

This position plays a critical role in ensuring the school's financial stability by providing data-driven insights that support strategic planning, operational efficiency, responsible stewardship of resources, and the achievement of the school's educational mission.