Assistant Controller

Position: Assistant Controller

Department: Business Office

FLSA: Exempt

Reports to: Controller

Designation: Staff

Schedule: Full-time, calendar year, generally Monday through Friday

Travel: Minimal

Location: On-site

The Business Office team is committed to advancing the mission of the School by providing accurate and timely financial services, with exceptional customer support for the School community, while acting as a steward of the School’s resources.

SUMMARY

Reporting to the Controller, the Assistant Controller is a strategic and hands-on finance professional who brings energy, initiative, and innovation to a complex boarding school environment. This pivotal role oversees the day-to-day accounting operations, ensures the accuracy and integrity of financial records, and supports long-term financial sustainability. They will play a key role in managing the general ledger, supervising accounting staff, contributing to audits and compliance, and leading continual improvement of systems and processes, including budget management and financial reporting.

What sets this role apart is the opportunity to navigate nuanced budgeting and business matters, developing close relationships with stakeholders across campus, and managing projects that meet our ever-evolving School needs. We’re looking for someone with a strong blend of technical accounting experience and a collaborative, service-oriented mindset who excels at creative problem solving and demonstrates strong learning acuity. Serving as a resource to departments across campus, this individual partners closely with budget holders to provide insight, tools, and guidance that promote sound financial decision-making and stewardship.

The ideal candidate has experience in a senior accounting role, preferably in an independent school or nonprofit, excels in both operational execution and process design, and is committed to fostering a welcoming and supportive environment for all interactions with the Business Office.

DUTIES AND RESPONSIBILITIES:

Budget Development and Oversight: Collaborate with budget holders to develop, review, and manage departmental and institutional budgets. Provide regular financial reports and analysis to support informed decisions and ensure accountability. Identify and address budget variances. Update financial forecasts based on actuals and changing assumptions. Support department chairs in tracking spending and planning for future needs. Lead budget training sessions and promote financial literacy and best practices across the school community.

General Ledger Management: Maintain the accuracy of the general ledger and support month-end and year-end close processes. Review and manage journal entries, account reconciliations and variance investigations. Set up and manage GL accounts, funds, projects and events as needed.

Financial Operations & Treasury Support: Assist with cash flow forecasting and daily treasury operations. Approve wire transfers, ACH transactions and payment templates. Provide oversight and support for purchasing and inventory processes in collaboration with relevant departments.

Performance Monitoring/Financial Analysis: Support the development and tracking of key performance indicators. Analyze financial trends and provide insights to inform data-driven decision making.

Financial Audit and Form 990 Preparation Support: Assist in coordinating and preparing for the annual audit, ensuring the timely completion of all audit schedules and supporting documentation. Assist with IRS Form 990 preparation, state filings, and other compliance reporting. Help ensure strong internal controls are in place and functioning effectively.

Financial Reporting, Analysis & Oversight: Ensure accurate and timely financial reporting in accordance with GAAP and school policies. Prepare financial dashboards and ad hoc reports for internal stakeholders. Assist the Senior Financial Analyst in the preparation of Board reporting and variance analysis. Analyze trends and financial performance across school operations.

Gift and Fund Management: Support monthly reconciliation of gifts. Approve spending and track use of stewarded and restricted funds.

Programmatic Support: Oversee budgeting for student travel (athletics, research programs and international trips) in partnership with program coordinators.

Endowment: Monitor the endowment tracking system (e.g., Fundriver) and manage due to/from activity between operating cash and endowment.

Process Improvement and System Integrations: Proactively identify, analyze, and lead initiatives to transform and optimize accounting and financial processes. Lead or support the implementation of new financial technologies and reporting tools. Ensure integration and accuracy between financial systems, such as general ledger, student billing, and procurement.

Internal Policies and Compliance: Contribute to the creation and refinement of internal policies and procedures. Provide training and guidance to ensure school-wide compliance.

Team Supervision and Development: Supervise and support the accounting team, including staff accountants and accounts payable/receivable personnel. Provide training, performance feedback, and mentorship to support professional growth. Foster a collaborative and accountable culture within the business office.

Strategic Support: Serve as a key thought partner to the Controller and CFOO in strategic financial modeling and long-range planning. Represent the Business Office in cross-functional meetings and institutional initiatives.

Perform additional duties as assigned by the Controller or CFOO.

SKILLS AND EXPERIENCE REQUIRED:

Bachelor’s degree in Accounting is required.

Minimum 5 years of progressive accounting experience, preferably in an independent school environment and/or in non-profit accounting,

Prior supervisory experience with a demonstrated ability to lead and develop a team.

Strong working knowledge of GAAP and nonprofit accounting standards.

Impeccable attention to detail and accuracy.

Strong interpersonal and communication skills, with the ability to collaborate effectively with diverse stakeholders to build rapport and trust.

Demonstrated ability to think analytically and strategically, with the ability to manage multiple tasks and priorities simultaneously, prioritizing appropriately.

Proficiency in accounting software (e.g., SAGE Intacct, Great Plains, or similar), Excel, and reporting tools.

Commitment to the values of a boarding school environment, including discretion, collaboration, and service orientation.

PHYSICAL CONDITIONS:

Prolonged periods of sitting at a desk and working on a computer.

Must be able to lift up to 15 pounds at times (e.g., files, boxes, office supplies).

Must be able to access and navigate all areas of the office.

Ability to read, interpret, and analyze information on paper and computer screens.

Occasional standing, bending, reaching, and walking as needed.

ADDITIONAL INFORMATION:

The essential functions and basic skills have been included. It is not intended to be construed as an exhaustive list of all functions, responsibilities, skills and abilities. Additional functions and requirements may be assigned by supervisors as deemed appropriate. This position description is subject to change at any time.

The Hotchkiss School is an equal-opportunity employer and is committed to basing judgments concerning the employment of individuals upon their qualifications and abilities. The School is firmly committed to equal employment and advancement opportunities for all employees and applicants in all phases of the employment process (including recruitment, hiring, assignment, terms and conditions of employment, compensation, benefits, training, promotion, transfer, discipline and termination).

In accordance with applicable law, the School does not discriminate against any individual based on age, ancestry, color, genetic information, learning disability, marital status, past or present history of mental disability, national origin, physical disability, race, religious creed, sex, pregnancy, sexual orientation, gender identity or expression, veteran status, or any other protected characteristic.