Business Office Manager

Job Description

Job Description

Business Office Manager

Location : Richmond – Virginia

Department : Business Office

Reports to : President

Shift : 8 : 00-5 : 00

Hourly / Salaried : Hourly

FSLA status : Non-Exempt

Job Summary :

The Business Office Manager is responsible for overseeing the daily operations of the office and managing all financial transactions at college.

Key responsibilities include overseeing campus facility, managing front desk operations, maintaining accurate financial records, processing invoices and payments, reconciling accounts, and preparing detailed financial reports for the President of the College. We are seeking a motivated, self- starter who can take initiative and quickly adapt to a fast-paced environment.

Essential Functions, Duties & Responsibilities :

Managing the facility

Monitor and maintain the facility.

Managing the front desk

Supervise all operations at front desk.

Financial Record Keeping :

Maintain accurate records of all financial transactions including purchases, expenditures, receipts, and payments.

Organize and maintain financial files and documentation in compliance with school policies and regulations.

Must be proficient with QuickBooks.

Accounts Payable and Receivable :

Process invoices and ensure timely payments to vendors.

Monitor accounts receivable and follow up on outstanding payments.

Banking and Reconciliation :

Reconcile monthly bank statements and verify accuracy of transactions.

Prepare deposits and manage petty cash disbursements.

Budget Management :

Assist in budget preparation and monitor spending to ensure adherence to budgetary constraints.

Provide financial reports and analysis to support budget planning and decision- making.

Financial Reporting :

Prepare and distribute monthly financial reports to school administration and stakeholders.

Assist with year-end financial reporting and audits as required.

Compliance and Documentation :

Stay current with regulatory guidelines and standards from government agencies and accrediting bodies, including but not limited to the IRS, SCHEV (State Council of Higher Education for Virginia), DOE (Department of Education), ACCSC (Accrediting Commission of Career Schools and Colleges), ACAHM (Accrediting Commission for Acupuncture and Oriental Medicine), and other applicable county and state regulations.

Regularly review updates and changes to relevant regulations and standards to ensure compliance with all applicable laws, policies, and standards necessary to maintain financial and operational integrity.

Ensure compliance with school financial policies, procedures, and regulations.

Maintain confidentiality of financial and personnel information.

Communication and Support :

Collaborate with school administrators, staff, and external stakeholders to address financial queries and provide support as needed.

Assist in financial planning and forecasting activities.

Inventory Management :

Monitor and track inventory levels to ensure optimal stock levels are maintained. Responsible for ordering inventory as needed to meet business demands.

Sales Reporting & Analysis :

Generate and analyze sales reports to identify trends, opportunities, and areas for improvement. Provide regular updates to management on sales performance and inventory turnover.

Qualifications :

Proven experience as a bookkeeper or similar role, preferably in an educational setting.

Proficiency in accounting software (e.g., QuickBooks) and MS Office Suite (especially Excel).

Knowledge of financial regulations and compliance standards.

Strong attention to detail and accuracy.

Excellent organizational and time management skills.

Effective communication and interpersonal abilities.

Ability to manage front desk employees.

Ability to manage inventory, both supplies and retail.

Strong understanding of accounting principles.

Education and Certifications :

High school diploma or equivalent; additional education in accounting or finance is preferred.

Certification as a bookkeeper (e.g., Certified Bookkeeper) or evidence of continuing education is a plus.

Application Process : Interested candidates should submit a resume outlining their qualifications and interest in the position.