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.