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.