Director of Finance & Operations

Our Mission

We inspire joyful learning, honor each child, and build connections to empower all students to make a difference.

We honor and enjoy children’s natural curiosity, competence, and exuberance. Using teams of teachers and educational methods tailored to how children learn best, we connect with our students, build trusting relationships, and make learning relevant, memorable, and fun. Asking not “how smart is the child” but “how is the child smart,” we guide our students to see their full potential, and we equip them to pursue it with passion and purpose. We inspire children to make a difference. We value academic excellence, personal integrity, and community action and encourage our students to become informed, engaged, and ethical global citizens.

At Marin Primary & Middle School, we believe that it’s deep connections–between students, with teachers, and with ideas–that help kids know themselves and push through boundaries in school and in life. Every day we strengthen these connections so our students are able to tackle new ideas and challenges, pursue their goals with optimism and courage, and apply all they learn to the world they’ll inherit.

Serving 320 students in preschool through grade 8, Marin Primary & Middle School’s vibrant learning community is located in the town of Larkspur, just 4.5 miles north of the Golden Gate Bridge. Taking advantage of both the beautiful outdoor environment of Marin County and the cultural offerings of metropolitan San Francisco, MP&MS asks its students to Be Connected, Be Curious, and Be Courageous.

At Marin Primary & Middle School we make education meaningful, while encouraging pride in self, respect for others, and enthusiasm for learning.

The DFO oversees all financial, operational, and human resource issues related to the effective running of the School. The DFO supports the efforts of the Head of School, Finance Committee, the Board of Trustees, the Audit Committee, and other ad hoc related task forces, and provides information and analysis on a variety of topics as requested. The DFO is required to have thorough knowledge of not-for-profit accounting and finance issues, outstanding organization and time management ability, supervisory and problem-solving skills, resourcefulness, patience, respect, empathy, efficiency, and creativity. The DFO must be culturally responsive in working with people from different backgrounds. As an officer of the school, the DFO is a signatory for legal agreements for the School.

Essential Duties

General Responsibilities

• Work closely and effectively with the Head of School, Board Treasurer, and members of the Leadership Team and Board of Trustees to support the mission and ensure the financial stability and long-term sustainability of the school
• Provide faculty, staff, parents, and other members of the MP&MS community with timely, accurate, and useful information
• Oversee maintenance of school facilities
• Administer the school’s Tuition Assistance and Tuition Support programs
• Recommend changes in fiscal policy, including investments, collections, banking, and reporting
• Work as a team with the Associate Director of Human Resources and Associate Director of Finance to assure effective day-to-day management of all financial matters
• To read and approve all agreements entered into by the School or on its behalf, seeking legal advice as necessary.
• To sign all contracts greater than $500 in total value (Head of School can also sign these contracts).

Human Resources Management

• Supervise the work of the Associate Director of Human Resources and the Associate Director of Finance and the use of the ExponentHR program (or successor service) to maintain accurate, up-to-date personnel information on current and former employees
• With the Associate Director of Human Resources, maintain, edit, and distribute employee manual
• With the Associate Director of Human Resources, stay abreast of and ensure compliance with all relevant employment laws
• With the Associate Director of Human Resources, manage the exit process for terminated employees, including: Collect keys; administer benefits under COBRA; inform and assist terminated employees with the maintenance and rollover of non-COBRA benefits (retirement, long-term care, life insurance, disability); track termination information for legal purposes, including unemployment claims; manage unemployment claims
• With the Associate Director of Human Resources, manage Workers’ Compensation claims; supervise the Workers’ Compensation audit

Benefits Administration

• Monitor existing benefits for quality, cost-effectiveness, and appropriateness; research new benefit opportunities; work with outside benefits broker to evaluate, improve, and renew plans as appropriate
• With the Associate Director of Human Resources, maintain retirement benefit accounts at TIAA and One America (and any succeeding organization) on behalf of employees
  Accounting and Financial Management

Monthly Reconciliation and Closing

• Supervise monthly close of accounting books
• Supervise and reconcile employee benefits, restricted revenue and related accounts, clearing accounts, security deposits, employee advances, tuition prepayments, and field trip payments
• Produce income statement, balance sheet, notes, and other reports as required by the Finance Committee and Head of School.

Accounts Receivable

• Supervise and assist the Associate Director of Finance in the following:
• Prepare annual invoices for tuition and other fees
• Prepare monthly invoices for tutoring and other student expenses
• Track delinquent payments, answer questions regarding receivable and resolve disputed balances.
• Record change requests after they are documented and approved.
• Supervise collection of checks, preparation of deposits, and the process of depositing; post deposits to SAGE 50
• Coordinate and reconcile donation income with Development Department
• Update forms and systems as appropriate

Accounts Payable

• Approve all check requests and invoices
• Facilitate approval process by department heads and Head of School
• Follow up with vendors in the event of missing invoices, late payments, questions, or problems
• Supervise the production of checks by Associate Director of Finance
• Sign checks and coordinate signing by Head of School or other signatory
• Update forms and systems as appropriate

Reporting

• Produce and present to Head of School and Finance Committee Chair for review on a quarterly basis before presenting to Board of Trustees:
• Income statement and notes to financial statements
• Report of capital expenditures
• Abbreviated Income Statement for the Board
• Balance Sheet
• Cash Flow Statement
• Prepare financial information for the Annual Report
• Provide financial information, statistics, and personnel data for other official purposes as needed throughout the year, including various surveys the school chooses to participate in
  Prepare agendas for Finance Committee Meetings and Audit Committee meetings with the Committee Chair

Audit

• Manage the annual audit; supervise the involvement of other staff, request necessary information, and provide assistance to other staff preparing audit information
• Work with the Audit Committee of the Board to review the recommendations of the auditors

Budget

• Consult with department heads, division directors, head of school and Board on budget needs
• Work with the Head of School to develop the annual budget; present preliminary budgets to the finance committee and board and make adjustments as necessary until a final budget is approved
• Maintain supporting documentation to assist in monitoring budget; provide regular updates to directors and others responsible for specific budgets
• Evaluate budget vs. actual numbers for current and prior years
• Present final budget to faculty and staff to develop understanding of independent school finance and the budget process
• Enter budget numbers into the Accounting System and monitor financial statements in relation to the budget.

Banking

• Serve as primary liaison with all banks and financial institutions
• Review all bank reconciliations monthly; monitor accounts to ensure cash flow and maximize earned interest
• Ensure that proper signatories are maintained for all accounts

Accounting Systems

• Evaluate Accounting System software and other relevant software in relation to MP&MS needs; stay abreast of new software that may be of value to the school
• Maintain chart of accounts and make adjustments as necessary

Insurance

• Coordinate insurance coverage for:
• General Liability, Sexual Harassment, Directors and Officers, Automobiles, and other needs
• Work with insurance broker (currently Bolton & Co) to insure that all coverage is adequate, appropriate, and cost-effective and that policies are renewed on time and paid for promptly, as part of overall Risk Management strategy
• Evaluate insurance broker periodically and recommend changes when appropriate
• Assist with filing claims and managing reimbursement when necessary.

Tuition Assistance Programs

• Administer the Tuition Assistance and Tuition Support Program
• Update letters to parents and application forms yearly
• Coordinate use of the outside online program used for submission and evaluation of applicants for financial aid
• Collect applications, review online information, and make award recommendations to the
• Head of School and Tuition Assistance Committee

General Management

• Hire, train, supervise, and evaluate: Associate Director of Finance, Associate Director of Human Resources, Network Administrator, Facilities Manager, and After School Program Manager
• Summer Camp: Work with Summer Camp Director to ensure sound fiscal management
• Bus System: Work with Michaels Transportation (or successor organizations) to manage school’s transportation system

Special Projects

• Manage annual statistical collection and reporting to NAIS and Cal-ISBOA
• Maintain memberships with these and other organizations
• Manage data collection for outside consultants as requested by the Head of School
• Other duties as assigned by the Head of School

Skills and Qualifications

The Director of Finance and Operations should have the following qualifications and personal qualities:

• Bachelor’s degree, with additional education preferred.
• At least three years’ experience in a senior finance position, preferably in an educational setting.
• Excellent written and verbal communication skills.
• Strong organizational and time management skills.
• Strong interpersonal and communication skills; the ability to inspire, lead and manage others; the ability to work as a part of a collaborative team and to supervise and work effectively with school staff and volunteers.
• Excellent technology skills including database management, online donor research, Microsoft Word and Excel; Google suite; familiarity with PC and Macintosh environments.
• Personal integrity and commitment to the mission of MP&MS

Physical Requirements & Work Environment

Marin Primary & Middle School is in full compliance with the Americans with Disabilities Act (ADA) and does not discriminate with regard to applicants or employees with disabilities, and will make reasonable accommodations when necessary.

• For the purposes of the ADA, the “Essential Duties” listed are essential job functions
  Work is normally performed in a typical interior/classroom work environment, with typical classroom noise and other disruptions
• Both sitting and standing are required during a regular work day
• Normal vision and hearing abilities are required to interact with students, parents, faculty, and staff, and with school equipment
• Ability to occasionally lift up to 30 lbs
• Ability to work at desk and computer screen for extended periods of time
• Ability to turn, bend and reach
• Ability to move oneself around the campus
• Ability to drive to other locations for meetings, conferences, etc.
• Position requires adaptability, analyzing, assessing, calculating, decision making, dependability, good judgment, reading, memorizing, social skills, speaking, multitasking, and writing

MP&MS is an equal opportunity employer. All individuals have an equal opportunity for employment based on qualifications and merit, regardless of religion, race, sex, gender identity, marital status, pregnancy, childbirth or related medical conditions, age, color, national origin, ancestry, physical or mental disability, medical condition, sexual orientation, military service status, or any other factor prohibited by state or federal law. This policy applies to all areas of employment, including recruitment, hiring, training, promotion, compensation, benefits, and other conditions of employment. MP&MS also makes reasonable accommodations for employees with disabilities and for employees who request accommodation for pregnancy, childbirth, or related medical conditions.

MP&MS welcomes and encourages applications from members of traditionally underrepresented groups.

Pay Range: $180,000 – $240,000