Business Office & Human Resources Manager Columbia Academy — Columbia, Mississippi Full-Time | 12-Month Position

Position Summary

Columbia Academy is seeking a highly organized, trustworthy, and detail-oriented Business Office & Human Resources Manager to oversee the day-to-day financial, payroll, human resources, student account, and administrative functions of the school.

This is a hands-on position requiring an individual who is comfortable moving between accounting, payroll, employee records, tuition billing, collections, insurance, financial reporting, and communication with employees and families.

The Business Office & Human Resources Manager works closely with the Head of School and other administrative personnel and plays an important role in maintaining the financial integrity, operational efficiency, and professional administration of Columbia Academy.

The successful candidate must demonstrate a high degree of accuracy, discretion, professionalism, confidentiality, personal accountability, and sound judgment.

Primary Responsibilities

Accounting & QuickBooks Online

• Maintain the school's general ledger using QuickBooks Online.
• Record and properly classify revenues, expenses, deposits, transfers, payroll entries, refunds, credits, and other financial transactions.
• Maintain an accurate and organized chart of accounts.
• Prepare adjusting and recurring journal entries as appropriate.
• Maintain vendor records and assist with W-9 collection and year-end 1099 preparation.
• Maintain supporting documentation for accounting transactions.
• Maintain appropriate fixed-asset records.
• Perform regular account and bank reconciliations and investigate discrepancies.
• Maintain accurate financial records in preparation for audits and other reviews.

Payroll & Human Resources

• Collect, review, and verify employee time records.
• Verify paid leave, overtime, stipends, supplemental pay, deductions, and payroll changes.
• Prepare payroll information for submission to the school's payroll provider.
• Review payroll registers for accuracy and reconcile payroll activity.
• Maintain payroll calendars, deadlines, deductions, and payroll-related records.
• Coordinate year-end payroll documentation, including W-2 review and distribution.
• Maintain employee personnel files and required HR documentation.
• Maintain Form I-9, tax withholding, employment-status, and other required records.
• Track employee leave balances and benefit eligibility.
• Coordinate benefits enrollment and changes.
• Maintain employee training, certification, licensing, and credential records.
• Coordinate employee acknowledgments, handbook receipts, and other required documentation.
• Maintain current job descriptions and employment-status records.

Tuition, Student Accounts & Collections

• Establish annual tuition and fee charges based upon approved tuition schedules.
• Maintain student billing and payment plans.
• Establish and maintain recurring tuition drafts and other scheduled payments.
• Apply approved discounts, scholarships, financial aid, credits, late fees, and other adjustments.
• Reconcile student enrollment records with billing records.
• Post and reconcile tuition and other payments.
• Maintain an accurate accounts-receivable aging schedule.
• Monitor outstanding balances and communicate professionally with families regarding delinquent accounts.
• Establish and document approved payment arrangements and follow up on commitments.
• Process returned payments, withdrawals, refunds, account adjustments, and final settlements according to school policy.
• Escalate seriously delinquent accounts to administration when appropriate.

FACTS Student Information System

• Work within FACTS SIS to maintain accurate registration and financial information.
• Assist families with registration-related financial questions.
• Coordinate student account information with admissions, registration, and other appropriate school personnel.
• Ensure enrollment changes are accurately and promptly reflected in student billing.

Insurance, Benefits & Risk Administration

• Serve as a primary administrative contact for school insurance matters.
• Maintain records of insured property, vehicles, equipment, facilities, and personnel.
• Assist with annual insurance renewals and required exposure information.
• Maintain certificates of insurance when required.
• Maintain claim documentation and correspondence.
• Assist administration with workers' compensation, accident, property, vehicle, and liability claim documentation.

Budgeting & Financial Reporting

• Assist the Head of School and Finance Committee with preparation of the annual operating budget.
• Provide historical financial information during the budgeting process.
• Maintain the approved budget within QuickBooks.
• Monitor actual financial results against budget throughout the year.
• Assist administrators with departmental budget questions.
• Prepare monthly financial and operational reports for the Head of School and Board of Directors, including:
  • Balance Sheet
  • Profit & Loss Statement
  • Budget-to-Actual Report
  • Significant variance explanations
  • Tuition and Accounts Receivable Aging
  • Cash balances and short-term cash-flow concerns
  • Outstanding liabilities and upcoming financial obligations
  • Enrollment, tuition, scholarship, and collection information
• Identify unusual transactions, significant variances, or financial concerns and promptly communicate them to the Head of School.

Grants, Scholarships & Financial Programs

• Maintain appropriate records for scholarships, tuition assistance, ESA programs, donor-designated assistance, and other applicable programs.
• Reconcile amounts awarded, billed, received, and outstanding.
• Maintain required supporting documentation and eligibility records.
• Coordinate required reports, certifications, reimbursement requests, and record-retention requirements.
• Assist with audits and program reviews.

Education & Experience Requirements

Required

• High school diploma or equivalent.
• Demonstrated experience in bookkeeping, accounting, payroll, business administration, or a closely related area.
• Working knowledge of fundamental accounting concepts, including general ledger accounting, account reconciliation, accounts receivable, journal entries, and financial reporting.
• Strong computer skills and proficiency with Microsoft Office or Microsoft 365, particularly Excel.
• Ability to handle confidential financial, employee, and student information with discretion.

Strongly Preferred

• Associate's or bachelor's degree in Accounting, Finance, Business Administration, Human Resources, or a related field.
• 3+ years of relevant accounting, bookkeeping, payroll, HR, or business-office experience.
• Hands-on experience with QuickBooks Online.
• Experience processing or preparing payroll.
• Experience with FACTS SIS/FACTS Tuition Management or another school information/billing system.
• Previous experience in a school, nonprofit organization, church, small business, or similarly multifaceted business office.
• Experience preparing financial statements and reports for management or a Board of Directors.

Equivalent combinations of education and directly relevant experience may be considered.

Knowledge, Skills & Abilities

The successful candidate should possess:

• Strong understanding of bookkeeping and basic accounting principles.
• Exceptional attention to detail and accuracy.
• Strong organizational and recordkeeping skills.
• Ability to reconcile accounts and independently identify discrepancies.
• Ability to manage multiple deadlines and recurring monthly responsibilities.
• Strong written and verbal communication skills.
• Professional judgment when discussing sensitive financial matters with families.
• Ability to handle confidential employee and student information appropriately.
• Ability to work independently while communicating effectively with school leadership.
• Strong problem-solving skills and willingness to investigate discrepancies rather than simply process transactions.
• Ability to learn and effectively use multiple software platforms.
• Professional, courteous, and service-oriented demeanor when working with parents, employees, vendors, administrators, and Board members.

Christian Mission & Professional Expectations

As a Christian school, Columbia Academy seeks employees who understand and support the school's Christian mission and educational purpose.

The Business Office & Human Resources Manager occupies a position of significant trust and is expected to demonstrate integrity, honesty, confidentiality, professionalism, good judgment, and respectful treatment of students, parents, employees, and the broader Columbia Academy community.

Work Environment

This is primarily an office-based, full-time, 12-month position located on the Columbia Academy campus in Columbia, Mississippi.

The position involves:

• Regular use of computers, accounting software, student information systems, email, spreadsheets, and other office technology.
• Frequent interaction with employees, administrators, parents, vendors, insurance representatives, payroll providers, and other outside organizations.
• Regular handling of confidential financial, personnel, payroll, student, and family information.
• Extended periods of sitting and computer work.
• Periodic filing, document organization, and handling of routine office materials.
• Multiple recurring deadlines associated with payroll, tuition billing, month-end closing, Board reporting, insurance, benefits, and school-year activities.
• Periods of increased workload around the beginning and end of the school year, annual enrollment/registration, budget preparation, year-end reporting, and other financial deadlines.

The individual must be able to maintain accuracy and professionalism while managing interruptions and multiple priorities typical of a school business office.

Application

Qualified applicants should submit a resume and completed application/pre-qualification questions for consideration.

Columbia Academy is seeking a candidate who can become a trusted and dependable member of the school's administrative team and who takes personal ownership of the accuracy, confidentiality, and integrity of the school's business and human resources functions.

Please complete the application below. After you submit, we'll email you a private link to upload your resume.