Assistant Controller na Wheaton Academy

Description

The Assistant Controller is a full-time position responsible for overseeing accounts receivable, including student tuition accounts, managing financial aid processes, and administering payroll and compensation activities. This role serves families, staff, and external partners with professionalism, efficiency, and warmth, while upholding the mission and values of Wheaton Academy. The Assistant Controller works closely with the Business Office, Human Resources, Admissions, and Global Network staff to ensure accurate financial operations and compliance. 

Essential Duties and Responsibilities:

Accounts Receivable:

1. Manage Student Tuition Accounts in Tuition Management

o Establish and maintain student receivable accounts based on signed Enrollment Contracts.

o Manually create accounts for international students in collaboration with Global Network staff.

o Assign and manage additional fees (e.g., Finance Fees, SP Homeschool Partnership Tuition).

o Record manual payments and communicate with families in a Christ-like manner regarding tuition and payment plans.

o Resolve delinquent accounts through follow-up, alternate payment arrangements, and collections.

o Review reports to ensure billing accuracy.

o Record payments in the financial package.

o Work with Tuition Management to ensure all families are billed at the beginning of each academic year. 

o Resolve collections by working with families who are past due in a Christ-like manner. This includes following up on past due payments via email and phone calls; working with families to devise alternate payment plan if needed; and ensuring compliance to payment plans.

o Communicate with families via email and phone call when they have questions regarding tuition.

2. Financial Aid: 

o Oversee financial aid application process, ensuring timely and complete submissions.

o Maintain the NTR (Net Tuition Revenue) Excel spreadsheet and present to the Financial Aid Committee weekly.

o Communicate with families regarding missing documents as needed.

o Issue award letters and record aid in student accounts.

o Participate in Financial Aid Committee meetings and reconcile awarded aid.

3. Cash and Check Processing

o Prepare remote bank deposits and record transactions in GL and student accounts.

o Dispense and reconcile petty cash according to approved procedures.

Financial Package & General ledger

o Maintain the Academy’s financial records and accounts in accordance with accounting principles and ensuring audit readiness at all times.

o Assist the Controller or Designee in the preparation of monthly, quarterly and annual reports as needed for weekly meetings with COO and Finance & Audit Committee according to meeting schedule.

o Conduct internal audits of specific accounts when needed or requested by the Controller or Designee and correct any deficiencies noted.

o Assist in the preparation of annual budgets when appropriate by providing historical data from the accounting records.

o Assist the Controller with the audit as needed

Payroll and Compensation

o Oversee the semi-monthly payroll processing and related reporting.

o Track and report on the compensation budget in collaboration with the Business Office.

o Support the processing of faculty contracts and staff continuation letters.

o Serve as lead for the 403(b) Retirement Plan oversight, including audits and disclosures.

o Support annual benefits renewal and cost analysis.

Reporting and Collaboration

o Collaborate with the Controller and Director of Human Resources to support financial operations.

o Assist the Controller with the annual financial audit as needed.

o Attend weekly faculty-staff devotions and serve as a Christian role model in all interactions.

Other Duties

o Demonstrate a commitment to Christian values and lifestyle, serving as a role model to students, parents, and colleagues.

o Perform additional responsibilities as assigned to support the mission and operations of Wheaton Academy.

Requirements

The Wheaton Academy staff person accepts without verbal or mental reservations the Educational Philosophy and Mission of Wheaton Academy as outlined in the Statement of Faith and is committed to upholding them. The this person shall follow a Christian lifestyle and shall maintain a Christian church affiliation whose fundamental beliefs are in alignment with the Statement of Faith of this school. This person affirms that, as part of the qualifications for this position, he/she is a "born again" Christian who knows the Lord Jesus Christ as Savior.

The ideal candidate has a bachelor’s degree and/or relevant experience in accounting, payroll, and financial operations, with a strong understanding of accounts receivable, general bookkeeping, and payroll systems. A CPA or CPA-candidate is preferred for this role.  Additionally, this person must have proficiency in Microsoft Office Suite (Outlook, Excel, Word, Teams, PowerPoint). Experience with Blackbaud Financial Edge NXT and Tuition Management System is a plus. 

This job requires excellent written and verbal communication skills; a professional and patient demeanor; a high level of organization; attention to detail; the ability to manage confidential information; initiative; a strong work ethic; and a knack for problem-solving.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed above are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.