Finance Manager

Finance Manager Position Summary

The Finance Manager is a direct report to the Head of School, with a dotted line reporting to the Vice Chair of Finance. The finance manager is responsible for overseeing the financial operations of the school in the areas of budgeting, accounting, reporting and internal controls as well as key HR functions and benefits administration  in a small collaborative school environment that requires flexibility and active participation in many areas of school function.

Key Responsibilities:

Financial Management & Reporting

• Manage and oversight of day-to-day financial operations including accounts payable, receivable, payroll, and general ledger maintenance. The school currently engages a third party accounting firm to perform some of these tasks.
• Utilize QuickBooks for accounting and monthly financial reporting
• Prepare monthly budget to actual which includes annual forecasting
• Monitor cash flow and maintain appropriate reserves
• Present financial reports to the Head of School and Board of Trustees as requested

Budgeting & Forecasting

• Lead the annual budgeting process in collaboration with the Head of School and the Vice Chair of Finance.
• Work with the Vice Chair of Finance to develop multi-year financial projections
• Monitor actuals vs. budget and provide variance analysis
• Support strategic financial planning and sustainability efforts

Tuition & Enrollment 

Oversee enrollment contract preparation, tuition billing and collections via TADS

• Track enrollment-related revenue and financial aid impact
• Work closely with admissions on enrollment projections

Financial Aid Program

• Oversee the financial aid process, including management of applications submitted through TADS, direct communication with applicants and notification to the entire community when the platform is open for submission.
• Lead and support the Financial Aid Committee in reviewing applications and determining awards and ensure financial aid awards align with approved budget levels and track variances throughout the year

Non Public Funding & Grants

Oversee all aspects of nonpublic school funding programs, including state allocations for security, technology, nursing, and mental health services and serve as the primary liaison with the Montclair Board of Education on all aspects of non-public funding.

Work with front desk office manager to submit textbook ordering 

Monitor funding usage to ensure alignment with program guidelines and timely submission

Maintain accurate records and ensure compliance with all applicable state regulations and reporting requirement

Audit & Compliance

• Coordinate annual audit and serve as primary liaison with external auditors and third-party accounting firm
• Ensure compliance with GAAP and nonprofit accounting standards
• Provide all information necessary for the preparation of the audited financial statements and the 990 preparation.
• Maintain strong internal controls and financial policies

Payroll & Benefits Administration

• Oversee and approve  payroll processing by the third party accounting firm using Paylocity and  review the recording of  semi- monthly payroll. 
• Administer employee benefits, retirement plans, and annual renewals
• Serve as primary liaison with benefits brokers and providers
• Ensure accuracy of employee data and payroll reporting

Human Resources Management

• Work in conjunction with the Head of School on recruitment efforts including posting positions, screening candidates, and participating in interviews and hiring committees
• Prepare and issue annual employment contracts for faculty and staff
• Participate in faculty negotiation meetings with the Head of School and designated faculty representatives.
• Create an annual salary scale and revised Memorandum of Agreement based upon finalized negotiations
• Support employee relations, onboarding, and policy implementation
• Maintain personnel records and ensure compliance with employment laws and school policies

Auxiliary Programs

• Oversee operations of the before- and after-school program, employee-run enrichment programs, and Summer Camp Co-Op, including staffing, budgeting, enrollment coordination, and program management.

Accounts & Vendor Management

• Manage vendor contracts and payments using Bill.com
• Ensure proper documentation and approval processes
• Maintain relationships with banks, auditors, and financial partners

Board & Committee Support

• Support Finance Committee and Board meetings with reports and analysis
• Assist in preparing financial dashboards and presentations
• Attend monthly board meetings and regularly scheduled Finance committee meetings

Key Competencies

• Strategic thinking with hands-on execution
• Strong analytical and problem-solving skills
• Discretion and confidentiality with financial and personnel matters
• Ability to work independently in a small office environment
• Collaborative approach with school leadership and faculty

Preferred Experience

• Experience in a school setting
• Familiarity with tuition management systems
• Experience working with faculty committees or collective discussions
• Experience managing financial challenges such as deficit budgets or enrollment fluctuations

Qualifications

• Bachelor’s degree in Accounting, Finance, Human Resources, or related field (CPA or HR certification desirable)
• 3–7+ years of financial management experience, preferably in a nonprofit or school setting
• Strong knowledge of nonprofit accounting and financial reporting
• Demonstrated experience with QuickBooks and Paylocity
• Experience managing HR functions, including hiring, contracts, and benefits administration
• High level of accuracy, organization, and attention to detail

Key Competencies

• Strategic thinking with hands-on execution
• Strong analytical and problem-solving skills
• Discretion and confidentiality with financial and personnel matters
• Ability to work independently in a small office environment
• Collaborative approach with school leadership and faculty

Preferred Experience

• Experience in a school setting
• Familiarity with tuition management systems
• Experience working with faculty committees or collective discussions
• Experience managing financial challenges such as deficit budgets or enrollment fluctuations