Office Manager (Full-Time, Exempt)

Chads Coalition For Mental Health•St. Louis, MO

4d•$50,000•Onsite

About The Position

The Office Manager supports the daily operations of the agency across administrative, financial, development, and facilities functions. This role works closely with agency leadership, department heads, and occasionally board members to ensure efficient office operations, accurate financial processes, and strong organizational support. The Office Manager reports directly to the CEO. This is a full-time, exempt position with standard in office hours Monday–Friday, 8:00 a.m. to 4:30 p.m. Occasional evening or weekend availability may be required for meetings or special events.

Requirements

High school diploma required; bachelor’s degree preferred.
Minimum five years of administrative or office management experience.
Knowledge of basic accounting principles including GL coding, reconciliation, and financial documentation review.
Strong organizational, communication, and problem-solving skills.
Ability to manage multiple responsibilities while maintaining confidentiality and attention to detail.
Professional communication with staff, leadership, vendors, and board members.
Proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint, Teams).
Strong comfort with digital systems and financial software.

Nice To Haves

Experience supporting financial processes or accounting documentation preferred.
Experience with systems such as Donor Perfect, DEXT, Bills, or similar platforms preferred.

Responsibilities

Oversee daily office operations including mail, deliveries, phone management, room reservations, and office organization.
Order and manage office supplies and coordinate facility maintenance and vendor services.
Maintain required certifications, safety compliance items, and assist with CARF audits and drills.
Draft general correspondence and coordinate staff travel, training registrations, and conference arrangements.
Manage financial documentation including receipt uploads, vendor records, W-9s, and bill imaging.
Assign and review GL coding and cost center classifications and resolve discrepancies.
Prepare and process bank deposits, monitor daily balances, and maintain banking platform functions including Positive Pay.
Process reimbursements, track missing documentation, and compile financial records for the accountant.
Support grant, pledge, and in-kind revenue documentation.
Maintain records in agency platforms including Donor Perfect and TCCFO systems (DEXT/Bills).
Upload and organize donor, grant, and financial documentation.
Generate reports as needed to support leadership and development activities.
Record donations and assist the Development department with donor tracking and reporting.
Assist Human Resources with orientation as needed.
Support event coordination and volunteer management when needed.
Assist the CEO with scheduling and preparation for Board of Directors meetings and maintain board documentation.
Coordinate program documentation including MOUs.
Serve as liaison with vendors, financial partners, and external service providers.