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 Overview

The 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 Duties

• Perform general office/clerical/organizational functions (phones, email, mail, copying, faxing, mailing, etc.)
• Communicate with families
• Maintain 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 directions
• Ensure compliance with Community Care Licensing
• Maintain database of donors/alumni/current families for mail merge functions
• Acquire new skills necessary to support school administration (software programs, hardware, web-based functions, administrative systems)
• Ability to learn new software through online trainings
• Microsoft proficient (maybe even expert!); internet savvy; research experience
• Ability to multitask and support odds and ends around the school site
• Support office tidiness and supply tidiness
• Supporting a vast array of whole-school needs that keep school organized and functioning
• Ability to laugh together while also taking the job seriously and completing job requirements

2. Accounts Receivable

• Carry out monthly billing/invoicing, collection, and reporting activities
• Reconciliation of accounts (monitoring non-payments, delayed payments, and other irregularities)
• Prepare bank deposits
• Investigate and resolve queries
• Communicate with families via phone, email, mail, or in person regarding tuition payment
• Enter data into bookkeeping software (invoicing, bill pay)
• Submit children’s attendance to third-party payers (state agencies) who pay children’s tuition and recognize payments

3. Accounts Payable & Payroll

• Perform day-to-day processing of transactions to ensure finances are maintained effectively, up to date, and accurately:
• Receive and verify invoices and requisitions
• Prepare and record all checks / print checks
• Complete payroll functions to ensure staff are paid accurately and on time:
• Verify pay amounts, hours of work, deductions, sick leave, vacation time
• Distribute pay checks / electronic disbursements
• Maintain a filing system for all financial documents
• Ensure confidentiality and security of all financial and employee files
• Provide bookkeeper with monthly financial records
• Electronically file all bank statements and financial reports
• Assist with annual financial audits
• Assist off-site bookkeeper and share information as needed

4. School Operations & Community Support

• Support Director in enacting operations and policy, community communication, development, and administrative functions
• Maintain staff files (HR and general staff support as needed)
• Maintain children’s files per requirements
• Support safety and health measures
• Support site security and monitor comings and goings of parents and staff
• Organize sign-in sheets for children, staff, and visitors
• Purchase, inventory, and organize supplies
• Maintain inventory of forms, office supplies, maintenance, and kitchen supplies
• Support general school upkeep and maintenance
• Talk with parents and relay information to teachers as needed
• Data entry work and support teachers’ classroom needs
• Help organize classroom documents as needed
• Assist with fundraising, fundraising documents, mailings, and some event planning
• Manage and communicate with prospective families and maintain an active waiting list

Compensation & Benefits

• $66,000-$70,000 salary
• Opportunities for increases after 1 year, pending evaluation
• Paid holidays (school closures)
• 1 paid vacation day per month
• 1 paid sick leave day per month

For employees working 36 hours per week:

• Full health and dental coverage immediately
• Life insurance after 1 year
• Retirement contributions after 1 year
• Employer-sponsored retirement plan
• Employer contribution of 5% of employee pay to group retirement plan after 1 year of service

Added 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.

Qualifications

• Experience working with people in busy offices
• Experience working with bookkeeping software (required)
• Microsoft/Google Suite mastery: design, build, and maintain complex spreadsheets
• Data accuracy: ensure high data integrity through rigorous checking, sorting, filtering, and validation
• Excellent written and verbal communication skills
• Experience multitasking (required)
• Ability to ask for help as needed
• Self-starter and researcher with ability to implement new organizational tactics to improve office functions
• Keen attention to confidentiality and discretion (required)
• Great references from past employers
• Commitment to fulfilling the mission of the school
• Trustworthy, honest, kind; understanding of the needs of working parents and young children
• Enjoys working with and around children
• Background check / Live Scan required
• Ability to lift and carry up to 20 lbs
• Ability to support emergencies as needed (CPR/First Aid training will be completed onsite)

Start Date

June 2026

To Apply

• Please 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 references
• 1 personal reference
• If you do not hear from us, please assume the position has been filled. Thank you for your interest and understanding.

Equal Opportunity Statement

This 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 insurance
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Retirement plan
• Work Location: In person