Office and Accounting Manager

Are you passionate about being a mental health advocate, supporting nonprofits, and strengthening your community? Do you have accounting and office management experience? Whether you’re a Quick Books expert or excited to learn, bring your talents and join our amazing team. We’d love to hear from you.

Overview

Mental Health America of Ohio (MHAOhio) aims 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.

This position provides administrative, accounting, and office management support for MHAOhio, including front-desk operations, financial transactions and recordkeeping, vendor and facility coordination, Board and staff support, and assistance with development activities and events.

Schedule & Supervision

Building hours are 8:30 AM to 5:00 PM, with a flexible schedule in consultation with the supervisor and office needs. Monday–Friday, 40 hours per week, with additional activity outside business hours as needed. Opportunity for limited hybrid work combining in-office and remote work. Reports to the Senior Finance Director. This position is exempt.

Front Desk and Office Management

• Coordinate daily office operations, including reception, phone calls, visitors, packages, and mail distribution
• Operate and maintain office equipment, including copiers and postage systems, and review and allocate usage costs
• Manage purchasing and office and kitchen supply inventories; coordinate printing and postage; keep storage rooms, suite entry, and shared spaces organized
• Maintain complete digital and physical records and filing systems in accordance with agency document storage and retention policies, in coordination with administrative leadership
• Serve as landlord contact for facility issues, maintenance requests, and operational needs
• Coordinate telecommunications and improvements to administrative resources and processes with the administrative team
• Monitor personal, Finance, and Administrator email inboxes

Board of Trustees and Staff Support

• Coordinate Board and staff meetings, including scheduling, taking minutes, and ensuring the accuracy and completeness of approved meeting records
• Provide administrative support to executive staff, including scheduling, meeting minutes, and other requests
• Manage the Quarterly Staff Report, Agency Service Statistics, and coordination of ADAMH reporting

Finance

• Process accounts payable entries and payments in accordance with departmental procedures; maintain vendor records, supporting documents, and required approvals; retrieve invoices from vendor portals; assist with annual 1099 processing
• Manage financial vendor relationships and outcomes, agency credit card entries and reconciliations, and expense reimbursements
• Track incoming check payments for Executive Director review and approval
• Support the agency and Senior Finance Director with grant financial management, budgeting, annual audits, IRS Form 990, agency filings, financial reporting, reconciliations, internal controls, and financial policy and procedure maintenance
• Support accurate general ledger maintenance and financial recordkeeping consistent with nonprofit 501(c)(3) accounting practices and agency policies
• Administer fiscal agent transactions and billing for the Columbus Public Health Resilience Organizer Project

Development

• Maintain donor records in donor management software for deposits received by mail and assist with donor thank-you letters and agency mailings
• Support event coordination, including facility reservations, registration, name tags, and day-of activities

Other Responsibilities

• Assist…