Business Manager - Part Time

Northern Hills Child Care is looking for an organized, financially minded, and dependable Business Manager to oversee the financial and administrative side of our child care program.

This position will ensure that Northern Hills bills accurately, collects the revenue it has earned, maintains complete business records, and pays close attention to staffing and operating costs. We are looking for someone who takes ownership, follows through, and proactively addresses financial concerns.

The Business Manager reports to the Executive Director and works closely with the Assistant Childcare Director.

What You’ll Do

• Manage Billing and Collections
• Complete tuition billing accurately and on time.
• Post payments and maintain accurate family account balances.
• Monitor unpaid accounts and consistently follow up with families.
• Communicate respectfully but directly about balances, payment expectations, and approved payment arrangements.
• Reconcile payments, deposits, and amounts billed.
• Provide regular reports on billing, collections, and past-due accounts.

Complete Subsidy and CACFP Billing

• Complete Nebraska child care subsidy billing accurately and by required deadlines.
• Monitor subsidy authorizations, attendance, family responsibility amounts, and payments.
• Follow up on rejected claims, missing information, and payment discrepancies.
• Prepare and submit CACFP claims using documentation provided by the Assistant Director and cooks.
• Review meal counts, attendance, menus, receipts, and supporting records for completeness.
• Reconcile subsidy and CACFP reimbursements with submitted claims.

Monitor Financial Performance

• Track revenue, payroll, food, supplies, and other operating expenses.
• Compare actual spending with the approved budget.
• Review staffing schedules prepared by the Assistant Director to determine whether labor costs are financially sustainable.
• Monitor overtime, vacancies, scheduled hours, and actual payroll expenses.
• Prepare basic financial reports for the Executive Director.
• Identify concerning financial patterns and recommend possible solutions.
• Provide information to support decisions about staffing levels, purchases, tuition rates, and other operating expenses.

The Executive Director will retain responsibility for the final budget, significant financial decisions, staffing levels, and major purchases.

Support Hiring and Personnel Administration

• Confirm that approved positions are included in the staffing budget.
• Prepare new-hire, payroll, and employment paperwork after a candidate is selected.
• Coordinate required background-check and pre-employment documentation.
• Maintain organized, confidential, and inspection-ready personnel files.
• Use a standardized checklist to identify missing or expiring documentation.
• Process approved changes in pay, schedule, employment status, and separation paperwork.
• Maintain employee information needed for payroll and business records.

Manage Grocery and Supply Ordering

• Place grocery and supply orders based on approved lists provided by the Assistant Director and cooks.
• Monitor food, classroom, cleaning, and operating supply budgets.
• Compare prices and purchasing options when practical.
• Help reduce over-ordering, emergency purchases, waste, and unnecessary spending.
• Maintain receipts, invoices, purchasing records, and vendor information.
• Bring significant or unbudgeted purchasing needs to the Executive Director for approval.

Maintain Business Systems

• Create checklists, calendars, and procedures for recurring financial and administrative responsibilities.
• Maintain accurate billing, payment, purchasing, payroll, and personnel records.
• Track important submission and renewal deadlines.
• Protect confidential family, employee, and financial information.
• Help ensure that important business responsibilities are completed accurately and on time.
• Communicate regularly with the Executive Director and Assistant Director about financial or administrative concerns.

What We’re Looking For

• Education or experience in business, accounting, bookkeeping, finance, management, or office administration.
• Experience with billing, collections, budgeting, payroll, accounts receivable, or financial recordkeeping.
• Strong numerical, organizational, and problem-solving skills.
• Confidence communicating with families about unpaid balances.
• Ability to maintain accurate records and meet recurring deadlines.
• Comfort using spreadsheets, accounting systems, billing platforms, and other business software.
• Ability to work independently, prioritize responsibilities, and follow tasks through to completion.
• Ability to protect confidential family, employee, and financial information.

Experience with child care subsidy billing, CACFP, child care management software, or nonprofit accounting is strongly preferred but not required.

Why Join Us

• A mission-driven organization serving children and families.
• Meaningful influence over the financial strength of the program.
• An opportunity to build reliable systems and improve business operations.
• Close collaboration with program and organizational leadership.

Work Location: In person

Pay: $19.00 - $21.00 per hour

Work Location: In person

Salary : $19 - $21