Business Office Manager

Job Description

Job Description

Capitol Academy and Capitol Elementary are seeking a highly organized, detail-oriented, and motivated Business Office Manager to oversee daily business office operations. The ideal candidate will have strong administrative, financial, HR, scheduling, and organizational skills and be comfortable working in a fast-paced educational environment supporting staff and school district partners.

This position plays a critical role in managing invoicing, payroll coordination, contracts, collections, employee onboarding, compliance-related documentation, scheduling, and office operations.

Responsibilities

Financial & Business Operations

• Create and submit invoices to school districts and funding agencies
• Monitor accounts receivable and assist with collections follow-up
• Review contracts, service agreements, and purchase orders for accuracy
• Process and track vendor payments, invoices, and company bills
• Assist with accounts payable and ensure bills are paid accurately and on time
• Maintain organized financial and operational records
• Coordinate with administration regarding budgets, vendor payments, and reporting
• Track and maintain documentation related to contracts and district billing

Human Resources Duties

• Assist with employee onboarding and hiring processes
• Monitor and maintain employee personnel files for compliance
• Track required credentials, certifications, clearances, and training documents
• Support payroll preparation and timekeeping review
• Coordinate employee paperwork, onboarding packets, and HR compliance tasks
• Assist with staff communications and scheduling coordination

Scheduling & Time Management

• Coordinate scheduling for interviews, onboarding, meetings, and staff support services
• Assist with maintaining staff schedules, calendars, and operational timelines
• Monitor deadlines related to payroll, invoicing, compliance, contracts, and employee documentation
• Demonstrate strong time-management skills with the ability to prioritize multiple projects and meet strict deadlines in a fast-paced environment
• Maintain organized workflows and ensure timely completion of administrative and financial tasks

Administrative Duties

• Maintain digital filing systems and shared organizational documents
• Support school leadership with operational and administrative tasks
• Communicate professionally with school districts, vendors, families, and staff
• Assist with audits, compliance reviews, and document preparation

Qualifications

• Minimum 3 years of experience in office management, business administration, HR, payroll, accounting, or related fields
• Strong organizational and multitasking abilities
• Excellent written and verbal communication skills
• Ability to maintain confidentiality and professionalism
• High attention to detail and accuracy
• Ability to work independently and meet deadlines

Required Technical Skills

Applicants must be proficient in:

• Microsoft Excel
• Google Sheets
• Dropbox
• Google Shared Drive / Google Workspace
• Payroll and digital document management systems

Preferred Qualifications

• Experience working in education, special education, healthcare, or nonprofit settings
• Experience with invoicing school districts or government agencies
• Familiarity with employee compliance requirements and personnel documentation

Capitol Elementary is committed to identifying and meeting the diverse needs of our students through individualized educational and behavioral programming. Our mission is to work cooperatively with families, caregivers, students, local agencies, community based agencies, and other professionals in order to promote each student’s success and well-being as he or she prepares for future endeavors.

Company Description

Capitol Elementary is committed to identifying and meeting the diverse needs of our students through individualized educational and behavioral programming. Our mission is to work cooperatively with families, caregivers, students, local agencies, community based agencies, and other professionals in order to promote each student’s success and well-being as he or she prepares for future endeavors.