Office Manager (School Setting)

Office Manager (30–40 Hours Per Week)We are in search of a committed, self-starter who can support the administrative, financial, and organizational functions of our school community.Position OverviewThe Office Manager performs general office, clerical, financial, and organizational functions for the purpose of processing and disseminating information and/or materials as needed; communicating with families; managing accounts payable and receivable; maintaining staff and children’s files; running payroll; and supporting the tracking of invoices paid in our bookkeeping system.This role supports the Director, staff, families, and Board while ensuring compliance with Community Care Licensing and maintaining smooth day-to-day operations.Core Responsibilities (30–40 Hours Per Week)1. General Office & Administrative DutiesPerform general office/clerical/organizational functions (phones, email, mail, copying, faxing, mailing, etc.)Communicate with familiesMaintain a variety of electronic and manual records, files, and databases (enrollment waitlist, child and employee files, family directory, financial reports, board minutes, etc.)Follow Director and Board directionsEnsure compliance with Community Care LicensingMaintain database of donors/alumni/current families for mail merge functionsAcquire new skills necessary to support school administration (software programs, hardware, web-based functions, administrative systems)Ability to learn new software through online trainingsMicrosoft proficient (maybe even expert!); internet savvy; research experienceAbility to multitask and support odds and ends around the school siteSupport office tidiness and supply tidinessSupporting a vast array of whole-school needs that keep school organized and functioningAbility to laugh together while also taking the job seriously and completing job requirements2. Accounts ReceivableCarry out monthly billing/invoicing, collection, and reporting activitiesReconciliation of accounts (monitoring non-payments, delayed payments, and other irregularities)Prepare bank depositsInvestigate and resolve queriesCommunicate with families via phone, email, mail, or in person regarding tuition paymentEnter data into bookkeeping software (invoicing, bill pay)Submit children’s attendance to third-party payers (state agencies) who pay children’s tuition and recognize payments3. Accounts Payable & PayrollPerform day-to-day processing of transactions to ensure finances are maintained effectively, up to date, and accurately:Receive and verify invoices and requisitionsPrepare and record all checks / print checksComplete payroll functions to ensure staff are paid accurately and on time:Verify pay amounts, hours of work, deductions, sick leave, vacation timeDistribute pay checks / electronic disbursementsMaintain a filing system for all financial documentsEnsure confidentiality and security of all financial and employee filesProvide bookkeeper with monthly financial recordsElectronically file all bank statements and financial reportsAssist with annual financial auditsAssist off-site bookkeeper and share information as needed4. School Operations & Community SupportSupport Director in enacting operations and policy, community communication, development, and administrative functionsMaintain staff files (HR and general staff support as needed)Maintain children’s files per requirementsSupport safety and health measuresSupport site security and monitor comings and goings of parents and staffOrganize sign-in sheets for children, staff, and visitorsPurchase, inventory, and organize suppliesMaintain inventory of forms, office supplies, maintenance, and kitchen suppliesSupport general school upkeep and maintenanceTalk with parents and relay information to teachers as neededData entry work and support teachers’ classroom needsHelp organize classroom documents as neededAssist with fundraising, fundraising documents, mailings, and some event planningManage and communicate with prospective families and maintain an active waiting listCompensation & Benefits$66,000-$70,000 salaryOpportunities for increases after 1 year, pending evaluationPaid holidays (school closures)1 paid vacation day per month1 paid sick leave day per monthFor employees working 36+ hours per week:Full health and dental coverage immediatelyLife insurance after 1 yearRetirement contributions after 1 yearEmployer-sponsored retirement planEmployer contribution of 5% of employee pay to group retirement plan after 1 year of serviceAdded Bonus: We have a strong staff of committed, loving, friendly, and skilled teachers. If you join our school, you will enjoy a welcoming community of teachers, children, and parents. We are looking for like-minded, open-hearted individuals who share our Montessori values of peace and liberty through early education.QualificationsExperience working with people in busy officesExperience working with bookkeeping software (required)Microsoft/Google Suite mastery: design, build, and maintain complex spreadsheetsData accuracy: ensure high data integrity through rigorous checking, sorting, filtering, and validationExcellent written and verbal communication skillsExperience multitasking (required)Ability to ask for help as neededSelf-starter and researcher with ability to implement new organizational tactics to improve office functionsKeen attention to confidentiality and discretion (required)Great references from past employersCommitment to fulfilling the mission of the schoolTrustworthy, honest, kind; understanding of the needs of working parents and young childrenEnjoys working with and around childrenBackground check / Live Scan requiredAbility to lift and carry up to 20 lbsAbility to support emergencies as needed (CPR/First Aid training will be completed onsite)Start DateJune 2026To ApplyPlease do NOT call about the job.Email cover letters and resumes directly to the job posting.If called in for an interview, please send contact information for at least:2 professional references1 personal referenceIf you do not hear from us, please assume the position has been filled. Thank you for your interest and understanding.Equal Opportunity StatementThis school is an equal opportunity employer and is committed to a diverse workforce. Bilingual/bicultural individuals, people of color, women, queer individuals, and people who reflect our community are strongly encouraged to apply.Benefits:401(k)Dental insuranceFlexible spending accountHealth insuranceHealth savings accountLife insurancePaid time offRetirement planWork Location: In person