Director of Finance and Administration
12 days ago
Bellaire
Job DescriptionThe Director of Finance & Administration is the operational and financial backbone of Goldberg Montessori School. This role owns the financial, HR, compliance, and back-office functions of the school, placing them in the hands of a dedicated professional with the background and expertise to manage them efficiently. The Director of Finance & Administration ensures that GMS’s finances are healthy and transparent, its licensing and HR obligations are met, and its operational systems run reliably — freeing the Executive Director of GMS to focus on education, community, and strategic leadership.Core ResponsibilitiesFinancial Administration • Manage all day-to-day bookkeeping in QuickBooks Online: record income and expenses, reconcile accounts, and maintain accurate, board-ready books., • Manage accounts payable and receivable; process and track all invoices and vendor payments., • Develop, manage, and monitor the annual operating budget in collaboration with the Executive Director of GMS and Board., • Reconcile bank accounts and credit card charges monthly; partner with the school accountant on monthly budget updates and income/expense coding., • Reconcile donations in QuickBooks (auctions, Annual Fund); send tax acknowledgment letters to donors in a timely manner., • Monitor classroom budgets and provide regular updates to the Executive Director of GMS and teaching staff., • Prepare yearly tuition schedules for Board review and approval., • Apply for grants in conjunction with the Executive Director of GMS; manage yearly allocations from the Jewish Federation.Billing & Enrollment Systems (Brightwheel), • Manage and oversee the Brightwheel database and its associated contract., • Maintain all parent billing accounts (tuition, PTO, extended day, early care, drop-ins, enrichment); assess late fees weekly as needed., • Reconcile monthly Brightwheel billing in partnership with the school accountant., • Serve as the primary point of contact for all Brightwheel billing inquiries from parents and staff., • Coordinate with the Admissions & Enrollment Coordinator on new student financial onboarding — ensuring FACTS applications, billing accounts, and financial paperwork are complete before a student’s first day.Financial Aid (FACTS), • Administer the FACTS financial aid system; provide financial aid information to families and maintain all FACTS accounts and data., • Supply information to the Financial Aid Committee; serve as the primary liaison between families and the committee for aid amounts and appeals.HR & Payroll, • Process payroll accurately and on schedule for all salaried and hourly staff, including tax withholding and benefit deductions., • Prepare and present teacher and staff contracts annually., • Maintain records of paid time off and communicate balances to employees., • Manage all school insurance policies (liability, workers’ compensation, COBRA, staff benefits) including renewals and changes., • Manage annual open enrollment for employee benefits; communicate options and deadlines clearly to staff., • Maintain all personnel files and ensure compliance with documentation and recordkeeping requirements., • Support the Executive Director of GMS in the recruitment, onboarding, and offboarding of staff.Texas State Licensing & Compliance, • Ensure full program compliance with Texas DFPS minimum standards for licensed childcare facilities., • Maintain all required licensing logs (visitor logs, fire drill records, playground safety checklists, etc.)., • Track and maintain CPR/First Aid certifications for all staff; send reminders to ensure ongoing compliance., • Record and track required staff professional development hours; notify staff of upcoming PD opportunities., • Ensure all student files (immunizations, emergency forms, therapeutic records) are complete and current., • Plan, implement, and document required safety drills (fire, lockdown, extreme weather) per state requirements., • Conduct regular campus walks to verify compliance with state safety standards., • Serve as the primary point of contact for Texas DFPS licensing agents during campus visits and inspections.Legal & Board Support, • Work with the school’s attorney on compliance issues, contract reviews, and other legal matters as needed., • Collaborate with the Board Treasurer and school accountant to prepare monthly board financial reports and enrollment snapshots., • Provide financial analysis to support Board decision-making; present at monthly Board meetings as requested., • Oversee the donor database and gift tracking; support the Executive Director of GMS and Board in Annual Fund execution.PTO Financial Administration, • Perform all PTO billing for families., • Facilitate reconciliation of the PTO bank account with the school accountant.Development Support, • Assist the Executive Director of GMS and Board in executing annual fund campaigns and fundraising events.Key Performance Indicators KPITarget / DescriptionBudget ReportingMonthly financial reports delivered to Executive Director of GMS within 5 business days of month closePayroll AccuracyZero payroll errors; all payroll deadlines met consistentlyFinancial Aid TurnaroundAll FA applications processed and communicated to families within 3 business days of receiving decision from committeeBrightwheel Accuracy100% of billing accounts reconciled monthly; zero unresolved discrepancies at quarter endLicensing ComplianceZero licensing citations or deficiencies at annual DFPS inspectionsStaff PD Compliance100% of staff PD records current at all timesBoard ReportsAll financial reports and snapshots delivered on time for each Board meetingQualifications, • 3+ years of experience in school administration, operations management, or nonprofit finance; prior Head of School or director-level experience a significant asset., • Proficiency with QuickBooks Online required; experience with BambooHR or similar payroll/HR platforms strongly preferred., • Demonstrated experience managing Texas DFPS licensing compliance for a licensed childcare facility., • Experience with Brightwheel or similar school management/billing platforms., • Strong attention to detail, discretion with confidential information, and commitment to accuracy., • Excellent “customer service” and clear communication with families to assist with billing inquiries and with staff concerning pay checks, benefits, etc., • Ability to work independently, prioritize effectively, and meet deadlines in a busy school environment., • AMS or AMI Montessori experience and/or Texas Child Care Director Certification a plus., • Cleared background check, fingerprinting, and Pre-Service requirements per Texas Licensing. Goldberg Montessori School is an equal opportunity employer. GMS reserves the right to revise this description as it deems appropriate. Powered by JazzHR qM2EHzkqeV