Key Account Executive

Roles and Responsibilities of an Accounts Executive in a School

1. Financial Record Keeping

• Maintain accurate books of accounts (cashbook, ledgers, journals, trial balance).
• Ensure all receipts and payments are properly recorded and supported with documentation.
• Reconcile daily collections (fees, miscellaneous charges) with bank deposits.

2. Fee Management

• Manage student fee records — fee collection, receipts, refunds, concessions, and scholarships.
• Issue fee reminders and track overdue payments.
• Prepare periodic reports on fee collections and outstanding dues.
• Handle fee-related queries from parents with accuracy and courtesy.

3. Payroll & Staff Payments

• Assist in preparing monthly payroll and salary disbursement for teaching and non-teaching staff.
• Maintain records of advances, loans, statutory deductions (PF, TDS, ESI, etc.).
• Ensure timely reimbursement of staff claims (travel, medical, etc.).

4. Budgeting & Expense Control

• Support the Accounts Manager/Head in preparing annual school budgets.
• Track actual expenses against budget allocations.
• Process vendor bills, ensure timely payments, and maintain supplier accounts.
• Negotiate payment terms with vendors when required.

5. Compliance & Statutory Responsibilities

• Ensure compliance with statutory requirements like GST, TDS, PF, Professional Tax, and other local regulations.
• Assist auditors in internal and statutory audits by providing necessary records.
• Maintain updated knowledge of education-related tax exemptions and compliance rules.

6. Banking & Reconciliation

• Handle banking transactions — deposits, withdrawals, fund transfers, RTGS/NEFT.
• Prepare and reconcile monthly bank statements.
• Maintain petty cash and ensure proper vouchers and approvals.

7. Reporting & Documentation

• Generate financial reports (daily, monthly, quarterly) for school management.
• Prepare balance sheets, income & expenditure statements under guidance of Accounts Head.
• Maintain filing of all vouchers, receipts, invoices, and contracts.

8. Support for School Administration

• Coordinate with the admissions office regarding new students’ fee structures.
• Work with HR for staff-related financial matters.
• Support school leadership with data for decision-making and financial planning.

9. Audit & Transparency

• Provide timely financial data during internal/external audits.
• Ensure transparency and accuracy in all financial dealings.
• Help implement financial policies and internal control systems.

10. Professional Conduct

• Maintain confidentiality of student, staff, and school financial information.
• Be responsive to parents, vendors, and staff queries.
• Uphold ethical practices and integrity in all financial transactions.