Business Office Manager

Position: Business Office Manager

Position Type: Full-Time

Department: Business Office

Location: Central Office

Reports to: Director of Finance and Operations

Affiliation: Non-Aligned

Salary range: $80000-$85000

General Description:

The Business Office Manager oversees key administrative and financial support functions of the business office including revenue collection deposits and data entry ensuring accuracy and compliance with audit and municipal requirements. The role coordinates facilities rentals supports transportation operations through vendor and billing coordination and manages the inventory and distribution of district communication equipment. Serving as the central point of contact for the office the Business Office Manager oversees records management handles inquiries and incoming communications facilitates visitor access and supports financial reporting and continuous process improvement to ensure efficient and effective office operations.

Essential Responsibilities

Revenue Collection & Financial Support

• Oversee revenue collection processes including tracking recording deposits and data entry
• Ensure accuracy proper documentation and audit compliance for all revenue-related activities
• Assist with financial recordkeeping and support business office reporting functions
• Coordinate with district departments regarding payments receipts and account inquiries

Facilities Rental Coordination

• Coordinate all school facilities rental processes including scheduling approvals billing and communication with external organizations
• Ensure compliance with district policies procedures and usage requirements
• Maintain accurate records of facility use payments and insurance documentation
• Serve as the primary point of contact for community rental inquiries

Transportation Administrative Support

• Provide administrative support for transportation operations
• Coordinate communication with transportation vendors and school staff
• Track transportation invoices and related documentation
• Assist with transportation-related records and operational communications

Equipment & Inventory Management

• Manage inventory and distribution of district communication equipment including walkie-talkies and related devices
• Maintain tracking systems for assigned equipment and oversee inventory updates
• Coordinate equipment maintenance replacements and returns as needed

Business Office Operations & Administrative Coordination

• Serve as a central coordinator for daily business office operations
• Oversee records management and organization of business office documentation
• Coordinate responses to inquiries from staff families vendors and community members
• Manage incoming calls and facilitate visitor access to the business office
• Support financial reporting workflow coordination and process improvement initiatives
• Maintain confidentiality of financial employee and student-related information
• Oversee the administration and distribution of district-wide employee parking passes including maintaining accurate records and responding to staff inquiries.
• Perform other related duties as assigned by the Director of Finance and Operations in support of district operations

Qualifications Required:

• Associates degree in business administration accounting or related field or equivalent experience
• Valid drivers license and reliable personal vehicle required with the ability to travel to and from City Hall offices approximately 2 - 3 times per week to complete revenue deposits and related business office functions.
• Minimum of 35 years of administrative or office management experience preferably in a school or municipal setting
• Experience handling financial processes such as revenue tracking deposits or data entry
• Strong organizational skills with the ability to manage multiple priorities
• High level of accuracy and attention to detail
• Proficiency in Microsoft Office (Excel Word) and general office systems
• Strong communication and customer service skills

Preferred:

• Bachelors degree in business administration accounting or related field
• Experience in a public school district or municipal finance office
• Familiarity with financial systems (e.g. Munis Infinite Visions or similar)
• Knowledge of Massachusetts school finance practices and procedures
• Experience coordinating facilities rentals transportation or similar operational functions
• Experience supporting audits or maintaining financial records for compliance

Physical Demands:

Regularly required to sit stand walk talk hear operate a computer hand-held learning devices and other office equipment reach with hands and arms and must occasionally lift and/or move up to 10 pounds.

Equal Opportunity Employer

Watertown Public Schools is committed to maintaining a work and learning environment free from discrimination on the basis of race color religion national origin pregnancy gender identity sexual orientation marital/civil union status ancestry place of birth age citizenship status veteran status political affiliation genetic information or disability as defined and required by state and federal laws. Additionally we prohibit retaliation against individuals who oppose such discrimination and harassment or who participate in an equal opportunity investigation.

Required Experience:

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