Office and Grants Manager

Mission House•Jacksonville Beach, FL

22h•Onsite

About The Position

Mission House is seeking a dynamic professional to support its growing agency. This position is responsible for comprehensive bookkeeping (in collaboration with an external accounting vendor), human resources, office management, grant reporting, and providing support to the Executive Team. The role reports directly to the Executive Director, ensuring efficient and effective completion of office management tasks to facilitate the operation and delivery of services and programs to Mission House clients. Additionally, this role will work closely with the Director of Development to prepare monthly grant financial documents, manage grant reporting deadlines, and compile other financial documents for grant reports and proposals. The ideal candidate should possess knowledge of office management activities, including accounts payable, accounts receivable, payroll, and office/facility vendor management, performing these functions professionally and diligently to ensure the smooth operation of the agency's programs and services. This position is also responsible for maintaining complete and accurate records aligned with the mission and vision of Mission House, Inc., and is tasked with leading the preparation for the agency's annual audit.

Requirements

Minimum Associate’s Degree in Accounting, Human Resources, or comparable field of study, or equivalent commensurate employment experience
Accounts payable, receivable, and clerical experience
Payroll experience, preferably with Paychex
Proficient in computer use, and Microsoft Office suite
Strong organizational skills that reflect ability to perform and prioritize multiple tasks with attention to detail
Takes direction easily and well from direct supervisor
Ability to listen and accept feedback constructively
Exceptional communication ability, both written and oral
Plan ahead to meet deadlines, and work with all parties involved to stay on track
General knowledge of social services practices, ethics, and boundaries
Must pass a Level II background check

Nice To Haves

QuickBooks knowledge and experience is a plus
Experience working within non-profit social service field preferred

Responsibilities

Processes variety of accounting transactions with external contracted accounting firm, including accounts payable and accounts receivable, in accordance with agency policies and procedures
Works with Development team to prepare grant report financials for the City of Jacksonville and other grantors on a regular and timely basis
Performs various clerical payroll and accounting tasks, such as processing payroll, entering payroll data into system, verifying accuracy of figures and computations, balancing and reconciling accounts
Maintain organized and accurate accounting files on site
Check and verify accounting data; enter data into computerized system; use system to research questions and generate reports
Work with CPA firm and accounting firm for annual audit
Professional written and verbal communication with vendors regarding invoices and billing matters
Assist in maintaining agency's financial accounts with Executive Director and Mission House Board of Directors
Maintain organized and accurate agency records
Perform related general clerical duties
Ensures the agency Director of Development has all necessary financial documents for grant proposal preparation
Prepares all monthly, quarterly and annual financial reporting mechanisms for various agency funding streams including grants from the City of Jacksonville, State of Florida and other grantors
Helps Development department with tracking income and expenses for Grazie Gala and any other fundraisers as they occur
Perform variety of skilled administrative and clerical duties directly related to human resources activities
Maintain employee databases and files
Process employee status changes
Assist employees in signing up and/or applying for benefits
Screen resumes/application forms during hiring process
Schedule interviews for hiring managers
Check references during hiring process
Compile data and prepare routine and special human resources reports
Provide information to employees on agency policies and procedures
Maintain office supply and equipment inventory
Compiles, records and files all paperwork, licenses and necessary agency procedures in order to ensure seamless transitions among agency department heads
Schedules all vendor on-site maintenance and inspections for annual compliance (fire systems, backflow unit, etc.)
Acts as the main agency contact for all vendors on behalf of Mission House
Supervise Front Desk Staff ensuring front desk coverage during business hours, Monday- Friday, 9 am - 5 pm, working with all teams and departments for coverage
Ensure Executive Director is maximizing efficiency by ensuring all clerical tasks are complete such as keeping the calendar, making appointments, speaking engagements, responding to emails etc.
Attend meetings with the Executive Director as needed
Acts as key liaison between the general public and the Executive Director
Participates in recording capacity at board meetings, assembles board packets, agendas and administrative items for the board of directors
Ensures the administrative offices maintain supplies and technology inventory, and remains organized with company property distributed to staff
In conjunction with ED, ensures all insurance policies are renewed annually
Utilize and submit appropriate forms and documentation to report on all activities
Collaborate across Mission House programs, as needed, to ensure mission is achieved
Maintain confidentiality of all staff, clients, patients, volunteers, donors, and their information
Participate in conferences, workshops, special projects, and staff meetings, as assigned
Represent Mission House professionally, and assist during Mission House events, as
Perform all other duties, as assigned, to meet organizational goals