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: $80,000-$85,000

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:

• Associate’s degree in business administration, accounting, or related field, or equivalent experience
• Valid driver’s 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 3–5 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:

• Bachelor’s 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.