Bay Farm Montessori Academy
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. 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
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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. 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
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