The Director of Finance and Operations oversees all financial, operational and human resource issues related to the effective running of the School. The Director of Finance and Operations supports the efforts of the Head of School, Finance Committee, Audit Committee, Master Plan Committee, and the Board of Trustees and provides information and analysis on a variety of topics as requested. The Director of Finance and Operations is required to have thorough knowledge of not-for-profit accounting and finance issues, outstanding organization and time management ability, supervisory and problem-solving skills, resourcefulness, patience, respect, empathy, efficiency, and creativity. As an officer of the school, the Director of Finance and Operations is a signatory for legal agreements for the School.
I. General Responsibilities
Work closely and effectively with the Head of School, Board Treasurer, and members of the Leadership Team and Board of Trustees to support the mission and ensure the financial stability and long-term sustainability of the school
Provide faculty, staff, parents, and other members of the MP&MS community with timely, accurate, and useful information
Oversee maintenance of school facilities
Administer the school’s Tuition Assistance and Tuition Support programs
Recommend changes in fiscal policy, including investments, collections, banking, and reporting
Work as a team with the Associate Director of Finance and HR and Accounting Manager to assure effective day-to-day management of all financial matters
To read and approve all agreements entered into by the School or on its behalf, seeking legal advice as necessary.
To sign all contracts greater than $500 in total value (Head of School can also do this).
II. Human Resources Management
Supervise the work of the Associate Director of Finance and HR and the accounting manager and the use of the ExponentHR program (or successor service) to maintain accurate, up-to-date personnel information on current and former employees
With the Associate Director of Finance and HR, maintain, edit, and distribute employee manual
With the associate Director of Finance and HR, stay abreast of and ensure compliance with all relevant employment laws
With the Associate Director of Finance and HR, manage the exit process for terminated employees, including: Collect keys; administer benefits under COBRA; inform and assist terminated employees with the maintenance and rollover of non-COBRA benefits (retirement, long-term care, life insurance, disability); track termination information for legal purposes, including unemployment claims; manage unemployment claims
With the Associate Director of Finance and HR, manage Workers’ Compensation claims; supervise the Workers’ Compensation audit.
III. Benefits Administration
Monitor existing benefits for quality, cost-effectiveness, and appropriateness; research new benefit opportunities; work with outside benefits broker to evaluate, improve, and renew plans as appropriate
With the Associate Director of Finance and HR, maintain retirement benefit accounts at One America and TIAA-CREF (and any succeeding organization) on behalf of employees.
IV. Accounting and Financial Management
Monthly Reconciliation and Closing
Supervise monthly close of accounting books
Supervise and reconcile employee benefits, restricted revenue and related accounts, clearing accounts, security deposits, employee advances, tuition prepayments, and field trip payments
Produce income statement, balance sheet, notes, and other reports as required by Finance Committee and Head of School.
Supervise and assist the accounting manager in the following:
Prepare annual invoices for tuition and other fees
Prepare monthly invoices for tutoring and other student expenses
Record change requests after they are documented and approved.
Supervise collection of checks, preparation of deposits, and the process of depositing; post deposits to accounting system
Coordinate and reconcile donation income with Development Department
Update forms and systems as appropriate.
Approve all check requests and invoices
Facilitate approval process by department heads and Head of School
Follow up with vendors in the event of missing invoices, late payments, questions, or problems
Supervise the production of checks by Accounting Manager
Sign checks and coordinate signing by Head of School or other signatory
Update forms and systems as appropriate.
Produce and present to Head of School and Finance Committee Chair for review on a quarterly basis before presenting to Board of Trustees:
Income statement and notes to financial statements
Report of capital expenditures
Abbreviated Income Statement for the Board
Budget variance reports
Prepare financial information for the Annual Report
Provide financial information, statistics, and personnel data for other official purposes as needed throughout the year, including various surveys the school chooses to participate in
Prepare agendas for Finance Committee Meetings and Audit Committee meetings with the Committee Chair.
Manage the annual audit; supervise the involvement of other staff, request necessary information, and provide assistance to other staff preparing audit information
Work with the Audit Committee of the Board to review the recommendations of the auditors.
Consult with department heads, division directors, head of school and Board on budget needs
Work with the Head of School to develop the annual budget; present preliminary budgets to the finance committee and board and make adjustments as necessary until a final budget is approved
Maintain supporting documentation to assist in monitoring budget; provide regular updates to directors and others responsible for specific budgets
Evaluate budget vs. actual numbers for current and prior years
Present final budget to faculty and staff to develop understanding of independent school finance and the budget process
Enter budget numbers into Accounting System and monitor financial statements in relation to the budget.
Serve as primary liaison with all banks and financial institutions
Review all bank reconciliations monthly; monitor accounts to ensure cash flow and maximize earned interest
Ensure that proper signatories are maintained for all accounts.
H. Accounting Systems
Evaluate Accounting System software and other relevant software in relation to MP&MS needs; stay abreast of new software that may be of value to the school
Maintain chart of accounts and make adjustments as necessary.
Coordinate insurance coverage for:
General Liability, Sexual Harassment, Directors and Officers, Automobiles, and other needs
Work with insurance broker (currently Bolton & Company and USI) to insure that all coverage is adequate, appropriate, and cost-effective and that policies are renewed on time and paid for promptly, as part of overall Risk Management strategy
Evaluate insurance broker periodically and recommend changes when appropriate
Assist with filing claims and managing reimbursement when necessary.
IV. Tuition Assistance Programs
Administer the Tuition Assistance and Tuition Support Program
Update letters to parents and application forms yearly
Coordinate use of the outside online program used for submission and evaluation of applicants for financial aid
Collect applications, review online information, and make award recommendations to the Head of School and Tuition Assistance Committee.
V. General Management
Hire, train, supervise, and evaluate: Accounting Manager, Associate Director of Finance and HR, Network Administrator, and Facilities Manager
Summer Camp: Work with Summer Camp Director to ensure sound fiscal management
Bus System: Work with transportation organizations (currently Michael’s Transportation and Zum) to manage student bussing system.
VI. Special Projects
Manage annual statistical collection and reporting to NAIS and Cal-ISBOA
Maintain memberships with these and other organizations
Manage data collection for outside consultants as requested by the Head of School.
Parking lot duty, as needed
Lunch cleanup one to two weeks each year.
Other duties as assigned by the Head of School
Physical Requirements & Work Environment
Marin Primary & Middle School is in full compliance with the Americans with Disabilities Act (ADA) and does not discriminate with regard to applicants or employees with disabilities, and will make reasonable accommodation when necessary.
For the purposes of the ADA, all duties listed are essential job functions except those listed in the additional duties section
Work is normally performed in a typical interior/classroom work environment, with typical classroom noise and other disruptions
Both sitting and standing are required during a regular work day
Normal vision and hearing abilities are required to interact with students, parents, faculty, and staff, and with school equipment
Ability to occasionally lift up to 30 lbs
Ability to work at desk and computer screen for extended periods of time
Ability to turn, bend and reach
Ability to move oneself around the campus
Ability to drive to other locations for meetings, conferences, etc.
Position requires adaptability, analyzing, assessing, calculating, decision making, dependability, good judgment, reading, memorizing, social skills, speaking, multitasking, and writing
MP&MS is an equal opportunity employer. All individuals have an equal opportunity for employment based on qualifications and merit, regardless of religion, race, sex, marital status, pregnancy, childbirth or related medical conditions, age, color, national origin, ancestry, physical or mental disability, medical condition, sexual orientation, military service status, or any other factor prohibited by state or federal law. This policy applies to all areas of employment, including recruitment, hiring, training, promotion, compensation, benefits, and other conditions of employment. MP&MS also makes reasonable accommodations for employees with disabilities and for employees who request an accommodation for pregnancy, childbirth, or related medical conditions.