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

About Bay Farm Montessori Academy

Bay Farm Montessori Academy is a dual accredited, independent, coeducational day 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. Located walking distance from the bay in Duxbury, MA, Bay Farm is one of the South Shore’s oldest and largest dual accredited Montessori schools with students hailing from more than twenty different towns. Accredited by the Association of Independent Schools of New England (AISNE) and the American Montessori Society, Bay Farm is governed by a volunteer Board of Trustees and is a 501(c)(3) non-profit organization.

Connections working at Bay Farm Montessori Academy