Business and Finance Manager

About Catskill Montessori School

Catskill Montessori School is an independent Montessori school on a historic farm campus in Catskill, New York. Our classrooms extend into the surrounding woods, gardens, greenhouse, and working farm through our Earth Stewards program, which brings permaculture and land stewardship into everyday learning. We are a close-knit school community committed to authentic Montessori education, inclusion, and a deep connection to the natural world.

About the Role

The Business & Finance Manager owns the day-to-day financial and administrative operations of the school. This is a hands-on role for someone who enjoys being the person who keeps everything on track: payroll runs on time, families are billed accurately, vendors are paid, and records are clean and audit-ready. You will report to school leadership and the board treasurer, and work closely with our outside bookkeeping firm.

This is also a chance to build systems, not just maintain. Our financial systems are solid but still growing, and there is real opportunity to develop, refine, and improve how we work. We are excited to find someone ready to take genuine ownership of this role and make it their own.

What You'll Do

Finance & Accounting

• Own the relationship with our remote bookkeeping team: meet with them at least bi-weekly and make sure they have accurate, complete receipt records, credit card and expense coding, invoices, W-9s, and supporting documentation
• Manage accounts payable, deposits, and day-to-day banking activity
• Administer the school credit card program, including collecting receipts and overseeing expense coding
• Support the monthly close and prepare monthly financial reports for school leadership and the board treasurer
• Prepare schedules and documentation for the annual financial statement audit and support the Form 990 filing
• Help maintain financial policies and internal controls
• Support school leadership in preparing the annual budget
• Monitor cash activity and flag anything that needs leadership attention

Tuition & Billing

• Manage family billing through our tuition billing platform, including enrollment agreements, invoices, and payment plans
• Administer sliding-scale and work-exchange arrangements
• Follow up with families on outstanding balances with warmth and professionalism

Payroll & HR Administration

• Run biweekly payroll through our PEO (Justworks), including new-year rate changes and prorations
• Handle onboarding and offboarding logistics: employment agreements, payroll setup, and benefits enrollment
• Maintain complete, confidential employee files, including agreements, required forms, and benefits records
• Manage health benefits renewals and 401k administration through Justworks
• Respond to employee questions about pay and benefits
• Prepare employment and contractor agreements, and track contract dates

Insurance, Compliance & Vendors

• Serve as the school's point of contact with our insurance broker for renewals, certificates, and claims paperwork
• Gather underwriting and compliance information as needed
• Manage vendor accounts and purchasing platforms, and support purchasing for classrooms, facilities, and the farm
• Support annual filings and year-end requirements such as 1099s

Development & Fundraising Support

• Record charitable gifts, prepare acknowledgment letters, and keep donor records accurate and reconciled with the general ledger
• Partner with the board's fundraising committee to support the strategy and execution of appeals, campaigns, and events, including budgets, tracking, and reporting
• Track restricted gifts and prepare financial reports for funders as needed

Who You Are

• 3+ years of experience in bookkeeping, business administration, or a similar finance role
• Comfortable working across industry standard software: QuickBooks Online, tuition and billing platforms, and SaaS tools for payroll, expenses, and documents, and quick to pick up new systems
• Experience running payroll (PEO experience such as Justworks is a plus)
• Energized by improving systems and processes
• Highly organized and self-directed
• Discreet and trustworthy with confidential information about employees and families
• A clear, kind communicator with staff, families, and outside partners
• Nonprofit or school experience is a plus; an associate or bachelor's degree in accounting or business is welcome but equivalent experience counts

Benefits include a majority percentage contribution to company health insurance plans, generous paid time off, WFH availability, school holidays and breaks, 401k.

English