Job Title:   Director of Operations and Finance

Department:          Finance

Reports to:             Head of School


Job Summary:


Oversees the Operations of all departments including finance, marketing, advancement, events/alumnae and all functions of the overall budget.  Acts as a liaison to both internal and external financial affairs. Completes the daily accounting for accounts payable, and receivable,  cash receipts and ensures they are in compliance with all procedures and policies.


Essential Functions, Duties, and Responsibilities: The following statements reflect the duties considered necessary to describe the essential functions of the job as identified but shall not be considered as a detailed description to all of the work requirements that may be inherent in this position.


  • Prepare and present the annual budget  to the Finance Committee and Board of Trustees.

  • Prepare estimated payroll and updated pay grades based on approved budget and input into the accounting system annually.

  • Develop all schedules for the annual audit with an outside auditing firm.

  • Coordinate the annual audit and work with an outside firm in order to conduct the audit. 

  • Maintain and update various major schedules throughout the school year including but not limited to temporarily restricted funds and endowed scholarship accounts. 

  • Manage Internal Financial Statements in preparation to present to the Finance Committee and Board of Trustees.

  • Prepare and Record various Journal Entries including but not limited to:

    • Payroll 

    • Accrued Payroll 

    • Investment activity  

    • Depreciation 

    • Scholarship Account deposits 

    • Prepaid Insurance allocation 

    • Banking Entries - monthly reconciliation adjs, fees, direct deposit entries 

  •  Prepare and Input Mandated Services Funds Application - annually 

  • Attend Finance Committee and Board Meetings - present Finance related information 

  • Attend Investment Committee meetings - work with Investment Chair on any investment related activities

  •  Review and approve monthly bank reconciliations 

  •  Review and approve weekly disbursement listings 

  • MESA Report - annual - complete financial sections 

  • Maintain General Ledger and Chart of Accounts 

  • Consultation with the Assistant to the CFO and Payroll Coordinator 

  •  Prepare any and all  Loan applications  and  Loan Forgiveness applications  

  • Misc schedules, reconciliations, research as needed


Provides support in the following areas related to the Finance Department:

Plans, develops, organizes, evaluates, and performs all accounting required to ensure proper recording of the Academy’s accounts payable, accounts receivable, and cash receipts.  


The Director of Operations and Finance will oversee the following job functions performed by the department:



  • Maintains all student tuition and fees accounts on the specified software package.

  • Prepares and sends all tuition and fee information to parents of students.

  • Ensures proper forms are provided to and completed by parents.

  • Responsible for all billing information provided to FACTS and input into the FINACS accounting software.

  • Is a liaison for the Academy, parents, and FACTS on all outstanding issues.


Accounts Receivable:

  • Maintains and follows proper tuition billing routines and procedures.

  • Records payments to student accounts and follows up on collection of outstanding payments.                                                                                     

  • Ensures that the accounts receivable subsidiary ledger reconciles to the general ledger. 

  • Answers parent questions regarding tuition and payment policies.


Accounts Payable:

  • Maintains and follows proper accounts payable routines and procedures.

  • Reviews, inputs, and posts vendor invoices to the accounts payable subsidiary ledger.

  • Research vendor questions regarding payments.

  • Ensures that proper documentation is received and policies are followed by the department requesting payment.

  • Ensures that the accounts payable subsidiary ledger reconciles to the general ledger.

  • Prepares annual 1099’s on a timely basis.

  • Implements principles of fixed asset capitalization.

  • Maintains organized paid vendor invoice files.

  • Takes advantage of payment discounts.


Cash Receipts:

  • Prepares bank deposits in a timely manner and takes deposits to the bank.

  • Reviews, inputs, and posts cash receipts to the general ledger.

  • Reconciles monthly bank statements.

"Mount Mercy has taught me some of the most important things in my life and I am so grateful for that. I know that incorporating the principles of a woman of Mercy has made me the best version of myself. I can only hope that in the future, I will continue to grow and teach others the valuable lessons that I was taught at Mount Mercy. While I have learned so many things here, the greatest thing by far that I have learned is that DNA does not always make a family, love makes a family and that is exactly what I have gained here, a second family."

Mariah Rullan

Class of 2019

College Acceptances

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