School Business Manager

Position Overview

The School Business Manager is a key member of the administrative leadership team responsible for overseeing the financial human resources and administrative functions of the school. This position ensures that the schools resources are effectively managed to support its mission educational goals and long-term sustainability.

The Business Manager provides strategic guidance and day-to-day management in the areas of budgeting accounting human resources risk management and compliance. This role acts as a liaison with external vendors auditors and regulatory agencies and works collaboratively with leadership to support informed decision-making and efficient school operations.

Key Responsibilities:

Finances

• Maintain General Ledger using Quickbooks Software. All input and balancing is the responsibility of the Business Manager with final approval by the Head of School.

• Manage tuition collection; communicate directly with parents on all tuition collection issues

• Pay invoices and reimbursements and prepare checks for signature

• Record all incoming receipts (cash checks credit card Paypal etc.) and make bank deposits

• Conduct periodic reconciliation of all accounts to ensure their accuracy

• Maintain petty cash

• Manage bank accounts including auto-payments for credit cards utilities and various vendors as well as direct deposits check printing and monthly account reconciliation

• Manage credit card accounting and payment

• Prepare/review/input all interim and year-end general journal entries related to tuition receivables employee benefits loans depreciation etc.

• Prepare/review year-end reserve balance

• Assemble information for/oversee the external auditor for the annual audit

• Prepare Sales Tax exemption certificates as needed

• Collaborate with Head of School to prepare board reports:

  • Quarterly and year-end financial statements and reports

  • Annual budget and budget variances

  • Quarterly cash flow statement

  • Accounting and finance-related Board resolutions

• Monitor HR system bi-monthly to initiate payroll distribution

• Run Budget Scenarios to assist Board and Head of School on setting the Annual Budget

Human Resources

• Coordinate the following with Oswald Companies

  • Conduct annual reviews and quote solicitation for employee benefits

  • open enrollment process

  • Benefits enrollment and maintenance for all benefit plans

  • Review government regulations

  • Initiate COBRA for terminated employees

  • Process FMLA

  • Provide payroll data - salaries benefits deductions

• Calculate negative Employee leave balances in coordination with payroll.

• Coordinate benefits specific to Faculty/Staff with students enrolled at the school including tuition discounts Before/After School activities discounts etc.

• Exercise discretion and confidentiality

• Interact with grace and courtesy

Insurance/Risk Management

• Be responsible for ongoing review of risk management procedures and evaluation of liability exposure

• Perform yearly review of all insurance policies and be responsible for maintaining appropriate coverage

• File any necessary insurance claims

Position Requirements:

• Education & Experience

  • Bachelors degree in Accounting Finance Business Administration or a related field (Masters degree or CPA preferred).

  • Minimum 35 years of experience in financial and operational management preferably in an educational or nonprofit setting.

  • Experience working in or with a Montessori or mission-driven school environment is strongly preferred.

  • Strong proficiency in accounting software (e.g. QuickBooks Employee Navigator Paycor FACTS or similar).

  • Proficient in Microsoft Office Suite (especially Excel) Google Workspace and financial reporting tools.

  • Knowledge of payroll systems HR processes and compliance regulations.

  • Familiarity with budgeting forecasting and financial modeling.

• Core Competencies

  • Exceptional attention to detail and a high level of accuracy in financial work.

  • Strong organizational and time-management skills with the ability to manage multiple priorities.

  • Clear written and verbal communication skills; ability to explain financial concepts to non-financial stakeholders.

  • Demonstrated ability to work independently and collaboratively in a team setting.

• Values & Disposition

  • Alignment with Montessori principles including respect for the individual intentionality and a calm orderly approach to systems.

  • A commitment to ethical stewardship of school resources.

  • A solutions-oriented mindset with a focus on continuous improvement.

  • A High level of integrity discretion and confidentiality.

  • Nurturing calm kind and respectful with an open attitude towards all children and families. Is creative flexible loving and patient. Enjoys working with children aged 18 - 32 months.

  • Ability to handle multiple tasks in a fast-paced atmosphere

• Additional Requirements:

  • Physical ability to work around small children including sitting standing and climbing stairs

  • Must be able to lift and carry or otherwise move 25 pounds on an occasional basis

  • As part of the hiring process the candidate will be required to submit: a list of three professional references Copies of transcripts for the highest level of education Copies of his/her Montessori Credential and Documentation from a medical provider stating that the employee is approved to work in a childcare setting.

  • Prior to working the employee must: Complete a FBI/BCI background check Attend a Protecting Gods Children Professional Development Course Be First Aid and CPR certified

  • To be completed after hiring: Franciscan Religious Education Introduction training FEMA virtual training (100c and 700b) set up accounts with ODE and OCCRRA

Equal Employment Opportunity

St. Joseph Montessori School is committed to a policy of equal employment opportunity. We will recruit select promote train compensate and discipline individuals in full compliance with applicable laws prohibiting discrimination based on race color religion national origin age sex sexual orientation marital status veteran status or disability in an effort to provide fair and equal treatment to all employees and job applicants.