Business Office Manager

Position Summary

Bay Farm Montessori Academy seeks a highly organized and detail-oriented Business Office Manager to manage the daily financial and business office functions of the school. This role is responsible for billing, accounts payable/receivable, payroll processing, and benefits administration, while also supporting the Director of Finance & Operations with general ledger maintenance, reconciliations, and month-end reporting tasks.

This is a hands-on role ideal for someone with school or nonprofit accounting experience who enjoys balancing routine financial processes with mission-driven work.

Key Responsibilities

Tuition Billing & Receivables

• Manage tuition & incidental billing cycles, payment plans, and collections tracking within FACTS Financial Management (experience strongly preferred)
• Manage and reconcile non-tuition income such as auxiliary programs, rentals, and summer programs
• Research, resolve, and communicate with families regarding all inquiries and issues related to student billing providing courteous and timely responses.
• Record and reconcile all cash receipts (checks, credit cards, electronic transfers) in QuickBooks Online (experience strongly preferred)
• Deposit all physical checks received.

Accounts Payable & Purchasing

• Manage all aspects of accounts payable operations to ensure accurate and timely processing and recording of all transactions
•  Process vendor invoices using BILL (experience preferred)
• Oversee school credit card monthly reconciliations and staff reimbursements using Divvy Spend & Expense
• Train faculty and staff on invoice submission and expense reporting processes.
• Implement internal controls in compliance with spending procedures

Payroll & Benefits Administration

• Lead twice monthly payroll processing for ~50 employees through third-party system (BambooHR)
• Maintain employee deductions, benefits enrollment, and payroll records
• Benefits management and enrollment

Accounting & Financial Reporting Support

• Assist with general ledger entries, reconciliations, and monthly close schedules
• Prepare supporting documentation for the annual audit

Business Office Operations

• Maintain organized digital and physical financial records
• Provide administrative support for HR, vendor onboarding, and business compliance tasks
• Participate in special projects or other duties as assigned by the Director of Finance & Operations