Manager of Business Office Services

Job Description

The Manager of Business Office Services manages accurate, timely, and well-documented business-office and accounting workflows under the direction of the Oklahoma Public School Resource Center's Chief Financial Officer. This is a hands-on role responsible for accounts payable, bookkeeping, reconciliations, accounts receivable, grant and program transaction tracking, and month-end close preparation.

The position strengthens day-to-day financial execution so the CFO can focus on financial leadership, budgeting and forecasting, cash management, internal controls, compliance, audit oversight, and executive and board reporting. The successful candidate is dependable, detail-oriented, comfortable working in the details, and able to manage the recurring business-office calendar (PTO/Sick/Holiday Calendar/Reporting Deadlines/Board Meeting Dates, etc.) and complete work with increasing independence.

Primary Job Responsibilities

Accounts Payable and Disbursement Support

• Receive, review, code, and enter vendor bills and employee reimbursements; confirm complete documentation and required approvals.
• Maintain vendor records, W-9 documentation, payment schedules, and year-end 1099 support.
• Prepare payment batches for CFO review and authorized release while preserving separation among preparation, approval, and payment release.
• Research discrepancies, duplicate charges, credits, and aging items and resolve or escalate them promptly.
• Oversee Catalyst Education Fund (CEF) data collection, tracking, organization, and maintenance, ensuring accurate records, timely updates, reporting, and data integrity across systems.
• Coordinate and oversee fiscal sponsorship activities, including maintaining financial and programmatic records, tracking funding and expenditures, managing data and reporting requirements, and serving as a primary point of contact for sponsored organizations to ensure timely communication, documentation, and compliance with fiscal sponsorship agreements.

Bookkeeping and General Ledger Support

• Record and code routine transactions in QuickBooks Online or OPSRC’s designated accounting system using the approved chart of accounts, classes, programs, grants, and restrictions.
• Reconcile bank, credit card, merchant, and other assigned balance-sheet accounts on the established monthly schedule.
• Maintain accessible source documentation and an auditable trail for each transaction.

Accounts Receivable and Cash-Receipt Support

• Prepare member, program, conference, grant, and other invoices using approved billing schedules and documentation.
• Post receipts, reconcile deposits and electronic payments, and maintain accurate customer balances.
• Maintain a current accounts-receivable aging schedule; document follow-up and escalate disputed or unusual balances.

Payroll Processing Support

• Manage and process employee payroll, including reviewing timesheets, leave balances, payroll adjustments, deductions, and ensuring accurate and timely payments.

Month-end, Reporting, and Audit Preparation

• Complete assigned month-end close tasks using documented checklists and agreed deadlines.
• Prepare reconciliation packages, AP and AR schedules, prepaid and accrued-expense support, routine journal entries, and other workpapers for CFO review.
• Assist with transaction research, audit requests, year-end close, budget-to-actual coding questions, and routine financial report preparation.
• Track unresolved items and communicate status, dependencies, and risks before deadlines are missed.

Grant and Program Transaction Support

• Maintain transaction-level coding and documentation by grant, program, funding restriction, and reporting period.
• Support reimbursement requests, fiscal-sponsorship activity, and grant expenditure schedules as assigned.
• Coordinate with program owners to obtain complete documentation and flag costs that require CFO review.

Benefits Enrollment and Coordination

• Serve as the primary point of contact with insurance carriers, benefits brokers, and other providers to manage enrollment, coverage changes, terminations, billing, and employee benefit questions.
• Coordinate employee benefits enrollment during onboarding, annual open enrollment, and qualifying life events.
• Manage employee benefits offboarding, including coordinating coverage terminations, COBRA notifications, final benefit deductions, outstanding payments, and reconciliation of benefit accounts to ensure accurate and timely processing.

Other Duties

• Serve as Minutes Clerk for Board of Directors meetings and other designated meetings, including documenting discussions, motions, votes, action items, and maintaining official meeting records.
• Coordinate and manage printer contracts, including vendor communication, service agreements, maintenance scheduling, repairs, and ensuring equipment remains operational.
• This position will be responsible for any and all other duties as assigned.

Key Abilities and Attributes

• Must be detail oriented; extremely organized; and have exceptional written and oral communication skills.
• Accuracy and attention to detail; dependable cadence and deadline ownership; organization and documentation discipline; problem identification and appropriate escalation; confidentiality and sound financial judgment; and continuous improvement and willingness to learn.
• Passionate about public education reform: The OPSRC is dedicated to identifying solutions to improve public school options for ALL children in Oklahoma. All employees will operate with a sense of urgency and possibility. Must be able to work collaboratively in a culturally and politically diverse community.

Minimum Qualifications

• At least five years of progressively responsible bookkeeping, accounting operations, accounts payable, or comparable business-office finance experience.
• Demonstrated proficiency with QuickBooks Online and Microsoft Excel or comparable accounting systems and tools.
• Working knowledge of accounts payable, accounts receivable, bank and credit-card reconciliations, month-end close support, vendor documentation, and audit-ready recordkeeping.
• Ability to work accurately across multiple programs, grants, departments, restricted funds, and recurring deadlines.
• Strong written communication, professional follow-through, sound judgment, confidentiality, and willingness to surface errors or unclear transactions promptly.

Preferred Qualifications

• Nonprofit, education-sector, association, grant-funded, or restricted-fund accounting experience.
• Associate degree or higher in accounting, finance, business, or a related field; equivalent directly relevant experience may substitute.
• Experience supporting audits, grant reimbursement requests, fiscal-sponsorship activity, or multi-program financial reporting.

Established Role Boundaries

• The position does currently not supervise employees at hire. The manager title reflects responsibility for managing assigned business-office and accounting processes. Future supervisory or broader organizational scope may be added only through an approved change in duties and organizational need.

Salary and Benefits

Salary for this position is competitive and depends on prior experience. In addition, a comprehensive benefits package is included.

Work Environment

The OPSRC main office is located in Oklahoma City at 309 NW 13 Street in a two-story structure with no elevator. Accommodations will be made for meetings on the first floor if needed. Some locations visited during the course of executing job duties may not be wheelchair accessible and some time may be spent participating in outside activities.

Physical Demands

While performing the duties of this job, the employee is regularly required to sit and use hands to finger, handle, or feel, such as keyboarding and writing. The employee frequently is required to reach with hands and arms and talk and hear. Must have visual acuity to read and draft reports, memos, letters, etc. Specific vision abilities required by this job include vision adequate for the incumbent to perform the responsibilities and functions of the job efficiently. Must be able to walk, climb stairs, kneel, crouch, crawl, and lift arms and hands above shoulder level. Must be able to lift and carry items up to 25 pounds occasionally. Must be able to manually operate and use a computer. Must be able to clearly hear and understand telephone conversations. Must be able to speak and communicate clearly.

The qualifications, physical demands and work environment described herein are representative of those an employee will encounter and must meet to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The requirements listed in this document are the minimum levels of knowledge, skills, or abilities.

To provide equal employment and advancement opportunities to all individuals, employment decisions at OPSRC will be based on merit, qualifications and abilities. OPSRC does not discriminate in hiring, promotion, or any other aspect of your employment on the basis of race, color, religion, gender, age, national origin, physical or mental disability, marital status, sexual orientation or any other characteristic protected by law.

Pay: $65,000.00 - $75,000.00 per year

Benefits:

• Dental insurance
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Work Location: Hybrid remote in Oklahoma City, OK 73103