Office and Accounting Manager - ADAMH Board of Franklin County

Office and Accounting Manager

Website Mental Health America of Ohio

Mental Health America of Ohio
Office and Accounting Manager

This position conducts key administrative and financial functions at the agency, ensuring efficient office operations, supporting staff and board activities, and managing donor and financial records. Responsibilities include greeting guests, handling mail and supplies, overseeing accounts payable and audits, processing donations, supporting onboarding, and coordinating events and meetings.

Schedule & Supervision
Building hours are 8:30 AM to 5:00 PM, schedule flexible in consultation with supervisor and office needs. Monday-Friday; 40 hours per week. Weekend and evening hours as needed. Opportunity for limited hybrid in-office/at-home work. Reports to the Finance Director. This position is exempt.

Front Desk and Office Management
• Greet office guests and make introductions
• Coordinate office management functions for the highest efficiency and consistency
o Receive, sort, and deliver mail to appropriate staff and other office suite members
o Operate and maintain core office machines to ensure proper usage (e.g., copier, postage, etc.); review and divide printing and postage costs
o Inventory office and kitchen supplies and order/purchase and restock as needed
o Keep storage rooms, suite entry, and shared spaces organized and tidy
o Maintain an organized online and physical filing system, including scanning documents
• Staff and Board Support
o Assist with onboarding and offboarding of employees, verifying that checklists are complete
o Take minutes at board and staff meetings, manage the meeting schedule, and ensure the Board president’s signature on approved minutes
o Assist Executive staff with scheduling meetings, taking minutes, and handling administrative requests in coordination with the supervisor
o Maintain conference room schedule and assist agency staff in reserving office space
o Manage the Quarterly Staff Report and Agency Service Statistics

Finance
• Accounts Payable
o Manage Accounts Payable entry and check processing in a timely and accurate manner while adhering to departmental procedures; scan and mail all AP checks, including ACH payments
o Maintain accurate vendor records; obtain W-9 Forms for new vendors
o Assist with 1099 annual processing
o Assists the finance director in managing external vendor relationships and outcomes that support the Agency’s financial management functions
• Perform monthly credit card receipt validation and reconciliation; coordinate & communicate with staff
• Support MHAOhio Agency and finance director with financial duties related to –
o grants management
o preparation of and support for annual audit and IRS Form 990
o monthly and quarterly record-keeping and reporting
o Agency financial filings
o annual budgeting process
o internal control, policy, and procedure maintenance
• Provides support to ensure that the organization’s general ledgers, accounts receivable and payable, accruals, revenue distribution, depreciation, property and inventory, and operating expenses are maintained properly and consistent with not-for-profit, 501(c)(3) practices
• Administer fiscal agent transactions for the Columbus Public Health Resilience Organizer Project

Development
• Maintain and update donor records and data in donor management software
• Process all donations, memberships, sponsorships, etc., and track cash/check deposits
• Assist with donor thank you letters and pulling lists for agency mailings
• Assist with event coordination: facility reservations, registration, name tags, day-of tasks

Operations Support and Management
• Works with the administrative team relating to office management, including purchasing, supply inventories, printing and duplicating, postage and shipping, records management, office machines, and telecommunications
• Adhere to document storage and retention processes for the protection, retrieval, transfer, storage, and disposal of records, and manage contract files in coordination with administrative leadership in accordance with organizational policies
• Streamlines various resources to maintain consistent and efficient administrative functioning

Other Responsibilities
• Assist with agency and program events and activities
• Other duties, within reason and scope of the position’s primary duties, may be assigned after consultation with the employee and supervisor

Qualifications
• Required: Associate’s degree in Finance, Accounting, Business Administration, or related area
• At least three years of general accounting experience, including accounts payable processing
• Demonstrated understanding of core accounting principals
• Knowledge or experience with not-for-profit finance and accounting
• Intermediate skills in Microsoft Excel and Microsoft Office Suite
• Experience with QuickBooks or related accounting software
• Strong math skills, ability to analyze numbers
• Ability to work well independently, efficiently, and within a multi-disciplinary team environment
• Ability to manage multiple priorities with efficiency, attention to detail, and organization
Competencies
• Ability to work effectively with diverse people and communities, contribute to a collaborative team, and be people-centric to meet internal and external goals and requests
• Effective communication skills, demonstrating integrity, ethics, and responsibility in all interactions
• Analytical and critical decision-making skills, including the management of confidential information
• Passion for mental health

Salary range: $48,000-$53,000 commensurate with experience and other qualifications.

Benefits Offered:
• Medical, Dental, Vision, and Life Insurance • 403B Retirement Plan
• Mileage and phone reimbursement (where applicable) • Agency-paid professional development as provided in the Employee Handbook
• Generous leave policy including 24 days of paid vacation and sick leave, 11 paid holidays, 2 paid personal days, 5 paid mental health days, additional PTO for bereavement and parental leave

The mission of MHAOhio is to transform how people think about mental illness, make it easier to get help, and give people the support they need to get better and stay better. Our guiding principles include responsibility, respect, inclusivity, expertise, trust, communication, emotional health, and equity. We are committed to cultivating a diverse and inclusive workplace.
To apply: submit resume and cover letter, including salary requirements, to hiring@mhaohio.org
Employer is EOE/AA/M/F/D/V

To apply for this job email your details to hiring@mhaohio.org

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