Job Description – School Accounts Manager
Position: School Accounts Manager
Institution: Reputed CBSE School (New & Upcoming Campus), India
Department: Finance & Accounts
Reporting To: Head of School Operations / Principal / School Management
Team Responsibility: Individual Contributor – Sole Responsibility for School Accounts
Position Overview
The School Accounts Manager will be solely responsible for managing the complete finance and accounting function of the school. The role requires a hands-on professional with prior school accounts experience, strong knowledge of school fee management, accounting processes, statutory compliance, budgeting, reconciliation, and financial reporting.
The ideal candidate should be capable of independently managing all day-to-day accounting activities of the school, coordinating with management, parents, vendors, banks, auditors, and statutory authorities, while maintaining complete accuracy, confidentiality, and financial discipline.
Key Responsibilities
1. Complete School Accounts Management
- Independently manage the day-to-day accounts and finance operations of the school.
- Maintain accurate books of accounts and financial records.
- Record and monitor all income and expenditure transactions.
- Handle cash, bank, journal, purchase, sales, receipt, and payment entries.
- Ensure timely and accurate accounting of all financial transactions.
- Maintain proper documentation and supporting records for all transactions.
2. School Fee Management
- Manage the complete student fee accounting and collection process.
- Monitor fee collections, outstanding fees, refunds, concessions, and adjustments.
- Generate and maintain fee-related reports.
- Coordinate with the Front Office and Admissions Team regarding student fee records.
- Follow up on outstanding fee payments as per school policies.
- Ensure accurate reconciliation between fee collections and accounting records.
3. Accounts Receivable & Payable
- Maintain records of all receivables and payables.
- Process vendor and service provider payments as per approved schedules.
- Verify invoices, supporting documents, purchase orders, and approvals before processing payments.
- Track outstanding vendor payments and ensure timely settlement.
- Monitor school income and expenditure on a regular basis.
4. Banking & Reconciliation
- Manage day-to-day banking activities of the school.
- Prepare and maintain bank reconciliation statements.
- Monitor bank transactions, deposits, withdrawals, and transfers.
- Coordinate with banks regarding account-related matters.
- Ensure timely reconciliation of school fee collections, online payments, and bank transactions.
5. Payroll & Staff Payments
- Coordinate and manage monthly payroll processing in consultation with HR and school management.
- Verify attendance, salary structures, deductions, reimbursements, and other payroll inputs.
- Ensure accurate and timely salary processing.
- Maintain payroll records and supporting documentation.
- Coordinate statutory deductions and payments related to payroll.
6. Budgeting & Financial Planning
- Assist school management in preparing the annual budget.
- Monitor actual expenditure against approved budgets.
- Prepare periodic budget-versus-actual reports.
- Identify significant variances and highlight them to management.
- Maintain financial discipline and support cost-control initiatives.
7. Statutory Compliance
- Ensure timely compliance with applicable financial and statutory requirements.
- Maintain records relating to TDS, GST, Professional Tax, PF, ESIC, and other applicable statutory requirements.
- Prepare and coordinate statutory returns and payments within prescribed timelines.
- Maintain proper documentation for statutory audits and inspections.
- Coordinate with external consultants, auditors, and statutory authorities when required.
8. Audit & Financial Documentation
- Coordinate internal and external audits of the school.
- Prepare schedules, statements, ledgers, vouchers, and supporting documents required for audits.
- Address audit queries and ensure timely submission of required information.
- Maintain proper filing systems for financial and statutory records.
- Ensure accounts are always audit-ready.
9. Vendor & Purchase Accounting
- Verify purchase invoices and supporting documentation.
- Maintain vendor ledgers and payment records.
- Ensure proper accounting of school purchases, services, maintenance, transport, housekeeping, security, and other operational expenses.
- Coordinate with the Administration and Procurement teams for invoice verification and approvals.
10. Financial Reporting
Prepare regular financial reports for the Principal and School Management, including:
- Daily/Monthly fee collection reports
- Outstanding fee reports
- Bank reconciliation statements
- Income and expenditure statements
- Cash flow reports
- Budget vs. actual reports
- Vendor outstanding reports
- Payroll reports
- Statutory compliance reports
- Monthly management accounts
11. Coordination with School Departments
Work closely with:
- Principal's Office
- Head of School Operations
- Admissions Department
- Front Office
- HR Department
- Procurement & Administration
- Transport Department
- Parents and Vendors
Ensure smooth coordination on all finance-related matters.
12. Internal Controls
- Establish and maintain appropriate financial controls.
- Ensure all payments and expenses have proper approvals and supporting documents.
- Monitor cash handling and collection procedures.
- Maintain confidentiality of financial and employee information.
- Identify discrepancies, irregularities, or financial risks and immediately report them to management.
Qualifications
- Graduate in Commerce (B.Com) is preferred.
- Bachelor's degree in Finance, Accounting, Business Administration, or a related discipline may also be considered.
- Additional qualification in accounting or finance will be an advantage.
Experience
- Minimum 5–8 years of relevant experience in school accounts.
- Prior experience working in a school is mandatory.
- Candidates with experience in managing accounts independently for a school will be preferred.
- Experience with CBSE schools or reputed K–12 institutions will be an added advantage.
- Candidates from general corporate accounting backgrounds without school accounts experience may not be suitable for this position.
Technical Skills
- Strong knowledge of school accounting processes
- School fee management and reconciliation
- Tally / Tally Prime or equivalent accounting software
- MS Excel
- School ERP / Fee Management Systems
- Bank reconciliation
- Payroll accounting
- TDS and applicable statutory compliance
- GST knowledge
- Financial reporting
- Budget monitoring
- Audit coordination
Reports To:
Principal / Head of School Operations / School Management
Team Size:
No direct reports – sole responsibility for the school's accounts function.
Key Stakeholders:
Principal, School Management, Head of Operations, HR, Admissions, Administration, Vendors, Parents, Banks, Auditors, and Statutory Authorities.
Ideal Candidate Profile
The ideal candidate will be a hands-on school accounts professional who has independently handled the complete accounts function of a school. They should be comfortable managing fee accounting, bank reconciliation, vendor payments, payroll coordination, statutory compliance, audits, budgeting, and management reporting without relying on a large finance team.
Prior school accounts experience is mandatory, along with graduation and demonstrated ability to independently manage financial operations with accuracy and confidentiality.
Pay: Up to ₹1,200,000.00 per year
Benefits:
Education:
Experience:
- Accounting: 4 years (Preferred)
- school accounting: 3 years (Preferred)
Location:
- Ghaziabad, Uttar Pradesh (Preferred)
Work Location: In person
