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