Bookkeeper

American Montessori Society Inc; Huntersville (NC); On-site; USD 25,000 - 30,000; Part time

Job summary

American Montessori Society Inc. is seeking a Part-Time Business Manager for a small private Montessori school in the north Charlotte area.

The role oversees finances, tuition billing, payroll, compliance, and vendor management to keep the school financially healthy and focused on education. The ideal candidate is organized, discreet and experienced with nonprofit finances, supporting a faith-based Montessori mission.

Qualifications

• 3+ years bookkeeping, accounting or business office experience.
• Strong QuickBooks and Excel or Google Sheets skills.
• Experience with payroll, AP/AR, and reconciliations.
• High integrity with confidential financial and family information.
• Clear, warm communication with families, staff and board.
• Must pass NC child care background check.

Responsibilities

• Financial management and reporting including journals, reconciliations and budgets.
• Manage tuition billing, deposits, changes and collections with discretion.
• Process vendor invoices and payments; manage purchases within budget.
• Payroll processing, benefits and year-end tax filings.
• Maintain insurance, compliance, and internal controls; annual reports and filings.
• Support Head of School with fundraising, events and vendor relations.

Skills

Bookkeeping

Financial reporting

Payroll management

Confidentiality

Communication

Background checks

Education

Accounting/Finance degree

Business degree

Tools

Brightwheel

Procare

FACTS

Job description

Part-Time Business Manager – Private Montessori School

About the role

A small, private, faith-based Montessori school in the north Charlotte area is seeking a part-time Business Manager to oversee its finances and business operations. The school serves children from infancy through primary.

The Business Manager keeps the school financially healthy so teachers can focus on children. This person manages tuition and billing, budgeting, payroll, compliance and vendor relationships. They work closely with the Head of School and report financial results to the Board of Directors.

The ideal candidate is organized and discreet, comfortable with nonprofit finances, and supportive of a faith-based Montessori mission.

Key responsibilities

Financial management and reporting

• Maintain accurate financial records in QuickBooks, including journal entries, accruals and monthly reconciliations
• Prepare monthly financial statements, cash flow reports and budget-to-actual reports for the Head of School and Board Treasurer
• Present financial updates at board or finance committee meetings as requested
• Develop the annual operating budget with the Head of School and Board, and track spending against it
• Manage cash flow and flag shortfalls or risks early
• Work with the school's CPA on year-end close, the annual Form 990 and any audit or review

Tuition, billing and enrollment support

• Manage tuition billing, payment plans, prepay discounts and fees
• Track receivables, follow up on late payments, and apply the school's collections policy with care and discretion
• Process enrollment contracts, deposits and tuition changes
• Administer any tuition assistance, scholarships or child care subsidy payments the school accepts
• Provide enrollment and revenue projections to support budgeting

Accounts payable and purchasing

• Process vendor invoices and payments on time, with appropriate approvals
• Purchase classroom and office supplies within budget
• Maintain vendor contracts and compare pricing on recurring services

Payroll and HR administration

• Process payroll accurately and on time, including payroll tax filings and year-end W-2s and 1099s
• Administer benefits, paid time off tracking and new hire paperwork
• Maintain confidential personnel files, including the background check, credential and training records required by NC child care licensing
• Support the Head of School in keeping personnel policies and the staff handbook current

Compliance, insurance and risk

• Maintain general liability, property, workers' compensation and other required insurance
• Keep unemployment insurance and state and federal filings current
• Track business deadlines: license renewals, annual reports, nonprofit filings and contracts
• Maintain sound internal controls, such as separating who approves, pays and reconciles

Operations and facilities

• Coordinate facility repairs, maintenance and vendor service with the Head of School
• Support fundraising and events with gift tracking, donor receipts and event budgets
• Other duties as assigned by the Head of School

Qualifications

Required

• 3+ years of bookkeeping, accounting or business office experience
• Strong working knowledge of QuickBooks and Excel or Google Sheets
• Experience with payroll, accounts payable and receivable, and account reconciliations
• High integrity and discretion with confidential financial and family information
• Clear, warm communication with families, staff and board members
• Ability to pass a criminal background check as required for NC child care facilities

Preferred

• Associate's or bachelor's degree in accounting, finance or business
• Nonprofit accounting experience, including Form 990 preparation support
• Experience in a school, child care center or other tuition-based organization
• Familiarity with tuition management or child care software (such as Brightwheel, Procare or FACTS)
• Familiarity with NC child care licensing record-keeping
• Appreciation for Montessori education and alignment with a faith-based mission

Position details

• Reports to: Head of School; provides financial reports to the Board Treasurer
• Job type: Part-time, 30 hours per week
• Schedule: Monday–Friday, [hours], with some flexibility around payroll and billing deadlines
• Location: On site, north Charlotte area (Mecklenburg County, NC)
• Compensation: [$18 – $22 per hour], based on experience