Bay Farm Montessori Academy
Business Office Manager/Staff Accountant
Bay Farm Montessori Academy, Duxbury, Massachusetts, us, 02332
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
Qualifications
Bachelor's degree in accounting preferred, or equivalent combination of education and experience
3+ years of accounting, bookkeeping, or business office experience at an independent school or nonprofit strongly preferred
Proficiency in QuickBooks Online required
Experience with FACTS Financial Management preferred
Strong attention to detail, confidentiality, and customer service mindset
Ability to work independently, manage multiple tasks, and meet deadlines
Commitment to maintaining confidentiality, professionalism, and a positive work environment
Benefits Overview Bay Farm offers a comprehensive benefits package for employees working 30+ hours per week, including:
Medical insurance
Dental, life, and long‑term disability insurance
403(b) retirement plan and flexible spending accounts
Paid time off for wellness, personal days, and vacation
Additional paid time off for school holidays and closures
Tuition remission for employee children
Reduced summer hours
To Apply Please send your resume including three references, and a brief cover letter to kelly.fletcher@bfarm.org with the subject line "Business Office Manager Application."
Bay Farm Montessori Academy is a dual accredited independent school dedicated to building bright minds and big hearts through a rich, holistic, Montessori education. Serving children from toddler age through sixth grade, Bay Farm emphasizes academic excellence through experiential, inquiry driven learning across its nine‑acre campus. The campus is enriched with outdoor classrooms, gardens, animals, and dedicated arts, science, and world language spaces. The school offers a unique combination of core academic subjects alongside specialist programs such as Spanish, art, music, agriculture, shop, performing arts, and physical education. Join our vibrant professional team dedicated to empowering children in their journey toward lifelong and meaningful learning.
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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
Qualifications
Bachelor's degree in accounting preferred, or equivalent combination of education and experience
3+ years of accounting, bookkeeping, or business office experience at an independent school or nonprofit strongly preferred
Proficiency in QuickBooks Online required
Experience with FACTS Financial Management preferred
Strong attention to detail, confidentiality, and customer service mindset
Ability to work independently, manage multiple tasks, and meet deadlines
Commitment to maintaining confidentiality, professionalism, and a positive work environment
Benefits Overview Bay Farm offers a comprehensive benefits package for employees working 30+ hours per week, including:
Medical insurance
Dental, life, and long‑term disability insurance
403(b) retirement plan and flexible spending accounts
Paid time off for wellness, personal days, and vacation
Additional paid time off for school holidays and closures
Tuition remission for employee children
Reduced summer hours
To Apply Please send your resume including three references, and a brief cover letter to kelly.fletcher@bfarm.org with the subject line "Business Office Manager Application."
Bay Farm Montessori Academy is a dual accredited independent school dedicated to building bright minds and big hearts through a rich, holistic, Montessori education. Serving children from toddler age through sixth grade, Bay Farm emphasizes academic excellence through experiential, inquiry driven learning across its nine‑acre campus. The campus is enriched with outdoor classrooms, gardens, animals, and dedicated arts, science, and world language spaces. The school offers a unique combination of core academic subjects alongside specialist programs such as Spanish, art, music, agriculture, shop, performing arts, and physical education. Join our vibrant professional team dedicated to empowering children in their journey toward lifelong and meaningful learning.
#J-18808-Ljbffr