New York, New York
Pittsburgh, Pennsylvania
New York, NY, 10176, USA
New York, NY, 10176, USA
East Lansing
Sacramento, California
Posted: 28-Oct-25
Location: Menlo Park, California
Type: Full Time
Salary Details:
Assistant Controller
Overview of position
The Assistant Controller is a key leader within the business office, responsible for managing the day-to-day accounting functions and ensuring the integrity of the school’s financial records. This role is integral to the month-end and year-end close process, overseeing payroll, and assisting the Director of Finance with financial reporting and analysis. The Assistant Controller will lead the coordination and preparation for all annual audits. This position is ideal for a detail-oriented, hands-on professional with a strong background in nonprofit or independent school accounting who excels at both managing processes and executing detailed financial tasks.
The Assistant Controller position is an exempt, full-time, 12-month in person position reporting to the Director of Finance. This is a new position and available for an immediate start.
Primary Responsibilities
Accounting and General Ledger Management
? Manage the daily accounting operations, including accounts payable, accounts receivable, tuition billing and reconciliation, and cash receipts.
? Maintain the general ledger, prepare and post journal entries, perform account reconciliations, manage accruals, and execute timely monthly and annual closing procedures.
? Conduct monthly reconciliations of all bank and investment accounts.
? Oversee the entire accounts payable cycle, from invoice processing to payment, and ensure timely issuance of annual 1099s.
? Manage the accounts receivable process, focusing on the reconciliation of tuition and other receivables with student billing systems.
? Ensure the accurate accounting of unrestricted, temporarily restricted, and permanently restricted funds in accordance with GAAP.
? Assist the Director of Finance in developing, documenting, and maintaining robust accounting policies, procedures, and internal controls.
Payroll Oversight
? Review and verify all payroll transactions and reports prepared by the outsourced payroll provider.
? Review the semi-monthly payroll, ensuring accuracy, timeliness, and compliance with all applicable regulations.
? Remit 403B funds to retirement plan, as needed.
Financial Reporting and Analysis:
? Assist the Director of Finance with the preparation and analysis of comprehensive monthly, quarterly, and annual financial statements.
? Develop and maintain financial dashboards and reports to monitor key performance indicators (KPIs) as needed.
? Analyze financial data to identify trends and variances, providing actionable insights to support the Director of Finance.
Audit and Compliance:
? Serve as the primary day-to-day contact for external auditors, coordinating the fieldwork for the annual financial audit and assisting with the preparation of the Form 990 tax return, as needed.
? Prepare all necessary schedules, documentation, and reconciliations for the annual audit.
? Manage the preparation for the annual 403(b) retirement plan audit, ensuring compliance with all plan requirements and overseeing the review of the Form 5500.
? Manage the annual Worker’s Compensation audit and other regulatory compliance filings.
Collaboration and Other Duties:
? Collaborate with the Advancement Office to ensure accurate recording and reconciliation of all charitable gifts and pledges.
? Proactively identify opportunities for process improvements and increased efficiencies within the business office.
? Engage in continuous professional development to stay current with best practices in non-profit and school accounting.
? Perform other duties as assigned by the Director of Finance.
Qualifications
Required
? Bachelor’s degree in accounting, or a related field.
? A minimum of 7 years of progressive accounting experience, with a significant portion in a non-profit or educational setting.
? Proven expertise in general ledger management, month-end close, financial reporting, and audit preparation.
? Strong understanding of GAAP for non-profit organizations.
? High proficiency in Microsoft Excel and experience with at least one major accounting software system.
? Excellent analytical, organizational, and problem-solving skills with meticulous attention to detail.
? A high level of personal and professional integrity and the ability to handle confidential information with discretion. Preferred
? Certified Public Accountant (CPA) license.
? Experience in an independent school business office.
? Experience with Blackbaud Financial Edge, SAGE Intacct, or a similar school accounting system.
? Experience overseeing or processing payroll.
? Strong interpersonal skills, with the ability to build collaborative working relationships across the school community.
Compensation and Benefits
The full-time salary range for this position is $110,000 - $140,000. The starting salary depends on factors that include background, years of experience, education level, and skill level. PBS offers an employee benefit package that includes fully paid medical, dental, vision, life insurance plans, long-term disability insurance, flexible spending account and a generous retirement plan match. Eligibility rules apply.
To Apply
Qualified, interested candidates may apply for the position through the online Phillips Brooks Employment Website. Please submit your application information - letter of interest, a CV/resume with your relevant experience and expertise, and contact information for three professional references (include supervisors).
Phillips Brooks School is an Equal Opportunity Employer committed to creating a diverse and inclusive workplace. All aspects of employment at PBS are governed on the basis of competence, merit, and qualifications. We do not discriminate in employment on the basis of race, color, religion, creed, sex, gender, gender identity or expression, sexual orientation, marital status, pregnancy, national origin, ancestry, age, physical or mental disability, medical condition, genetic information, veteran status, or any other characteristic protected by applicable law.
We welcome candidates from all backgrounds and experiences — including those with professional experience outside the field of education — who share our commitment to fostering a vibrant, inclusive school community.