Financial Administration

• Manage all day-to-day bookkeeping in QuickBooks Online: record income and expenses, reconcile accounts, and maintain accurate, board-ready books.
• Manage accounts payable and receivable; process and track all invoices and vendor payments.
• Develop, manage, and monitor the annual operating budget in collaboration with the Executive Director of GMS and Board.
• Reconcile bank accounts and credit card charges monthly; partner with the school accountant on monthly budget updates and income/expense coding.
• Reconcile donations in QuickBooks (auctions, Annual Fund); send tax acknowledgment letters to donors in a timely manner.
• Monitor classroom budgets and provide regular updates to the Executive Director of GMS and teaching staff.
• Prepare yearly tuition schedules for Board review and approval.
• Apply for grants in conjunction with the Executive Director of GMS; manage yearly allocations from the Jewish Federation.

Billing & Enrollment Systems (Brightwheel)

• Manage and oversee the Brightwheel database and its associated contract.
• Maintain all parent billing accounts (tuition, PTO, extended day, early care, drop-ins, enrichment); assess late fees weekly as needed.
• Reconcile monthly Brightwheel billing in partnership with the school accountant.
• Serve as the primary point of contact for all Brightwheel billing inquiries from parents and staff.
• Coordinate with the Admissions & Enrollment Coordinator on new student financial onboarding — ensuring FACTS applications, billing accounts, and financial paperwork are complete before a student’s first day.

Financial Aid (FACTS)

• Administer the FACTS financial aid system; provide financial aid information to families and maintain all FACTS accounts and data.
• Supply information to the Financial Aid Committee; serve as the primary liaison between families and the committee for aid amounts and appeals.

HR & Payroll

• Process payroll accurately and on schedule for all salaried and hourly staff, including tax withholding and benefit deductions.
• Prepare and present teacher and staff contracts annually.
• Maintain records of paid time off and communicate balances to employees.
• Manage all school insurance policies (liability, workers’ compensation, COBRA, staff benefits) including renewals and changes.
• Manage annual open enrollment for employee benefits; communicate options and deadlines clearly to staff.
• Maintain all personnel files and ensure compliance with documentation and recordkeeping requirements.
• Support the Executive Director of GMS in the recruitment, onboarding, and offboarding of staff.

Texas State Licensing & Compliance

• Ensure full program compliance with Texas DFPS minimum standards for licensed childcare facilities.
• Maintain all required licensing logs (visitor logs, fire drill records, playground safety checklists, etc.).
• Track and maintain CPR/First Aid certifications for all staff; send reminders to ensure ongoing compliance.
• Record and track required staff professional development hours; notify staff of upcoming PD opportunities.
• Ensure all student files (immunizations, emergency forms, therapeutic records) are complete and current.
• Plan, implement, and document required safety drills (fire, lockdown, extreme weather) per state requirements.
• Conduct regular campus walks to verify compliance with state safety standards.
• Serve as the primary point of contact for Texas DFPS licensing agents during campus visits and inspections.

Legal & Board Support

• Work with the school’s attorney on compliance issues, contract reviews, and other legal matters as needed.
• Collaborate with the Board Treasurer and school accountant to prepare monthly board financial reports and enrollment snapshots.
• Provide financial analysis to support Board decision-making; present at monthly Board meetings as requested.
• Oversee the donor database and gift tracking; support the Executive Director of GMS and Board in Annual Fund execution.

PTO Financial Administration

• Perform all PTO billing for families.
• Facilitate reconciliation of the PTO bank account with the school accountant.

Development Support

• Assist the Executive Director of GMS and Board in executing annual fund campaigns and fundraising events.

• 3+ years of experience in school administration, operations management, or nonprofit finance; prior Head of School or director-level experience a significant asset.
• Proficiency with QuickBooks Online required; experience with BambooHR or similar payroll/HR platforms strongly preferred.
• Demonstrated experience managing Texas DFPS licensing compliance for a licensed childcare facility.
• Experience with Brightwheel or similar school management/billing platforms.
• Strong attention to detail, discretion with confidential information, and commitment to accuracy.
• Excellent “customer service” and clear communication with families to assist with billing inquiries and with staff concerning pay checks, benefits, etc.
• Ability to work independently, prioritize effectively, and meet deadlines in a busy school environment.
• AMS or AMI Montessori experience and/or Texas Child Care Director Certification a plus.
• Cleared background check, fingerprinting, and Pre-Service requirements per Texas Licensing.