Administrative Operations Manager

Overview

The Administrative Operations Manager coordinates the administrative and day-to-day operational functions of the Gallia-Jackson-Meigs Board of Alcohol, Drug Addiction and Mental Health. The position supports Board and office operations; maintains organizational records; performs designated fiscal, payroll, and GOSH functions; provides general office and technology support; and serves as the Board Health and Safety Officer.

The position requires discretion, accuracy, organization, sound judgment, and the ability to manage multiple responsibilities and deadlines. The successful candidate will be personable and service-oriented, with the ability to provide courteous, responsive assistance and interact positively and professionally with Board staff, Board members, governmental agencies, providers, and the public.

We are currently accepting applications for this position as part of our planned recruitment for early 2027. Applications will be reviewed during the coming weeks, with the selection process and anticipated appointment scheduled for January 2027. We welcome applications from qualified individuals interested in joining our organization and encourage candidates to apply early for consideration.

Responsibilities

Administrative and Board Operations

1. Provides confidential administrative support to the Executive Director, Board staff, Board members, councils, and committees.

2. Prepares correspondence, meeting materials, and other documents using current office technology, including approved AI and transcription tools such as Plaud.

3. Coordinates Board, committee, and Gallia County Family and Children First Council meetings, including calendar management, agendas, required notifications, meeting materials, preparation of minutes, and maintenance of official meeting records.

4. Coordinates general office workflow, communications, schedules, records, and administrative deadlines.

5. Maintains administrative records and compiles information for reports, audits, public records functions, and other authorized purposes; including maintenance of individual Board member files.

Office Operations

6. Serves as a primary point of contact for the office, including telephone calls, visitors, general inquiries, mail, correspondence, and deliveries.

7. Coordinates office supplies, equipment, and Board inventory, including maintaining the inventory list and overseeing on-site and off-site equipment and property.

8. Maintains Board member, FCFC, organizational, and other administrative information required for Board operations or government reporting.

Fiscal and GOSH Support

9. Provides administrative support to the Fiscal Officer for designated fiscal processes, including accounts-payable, accounts receivable, payroll and filing of documentation.

10. Performs assigned GOSH functions, including weekly monitoring, claims processing, preparation of agency claim summaries for the Fiscal Officer, and retrieval of information for authorized reports.

11. Provides backup support for specifically designated fiscal processes as authorized by the Fiscal Officer and Executive Director.

Payroll and Timekeeping

13. Coordinates biweekly payroll preparation for Board employees, including collecting and reviewing timesheets, resolving discrepancies, and processing payroll information through the County Auditor's Office.

14. Tracks employee vacation, sick, and compensatory time; maintains payroll and leave records; and prepares timesheets for each payroll period.

Technology Support

15. Provides limited operational technology support as assigned, including designated backup-media/tape functions and related documentation, and reports identified technology concerns to the appropriate staff or service provider.

Health and Safety

16. Serves as the Board Health and Safety Officer and coordinates workplace safety activities, including required drills, routine inspections, incident and corrective-action documentation, and applicable safety records.

17. Maintains first-aid supplies and records associated with fire extinguishers and other designated safety equipment and coordinates required servicing or replacement.

General Responsibilities

18. Protects confidential personnel, fiscal, client, provider, and organizational information and maintains accurate and appropriately secured records.

19. Maintains professional working relationships with Board members, employees, providers, governmental officials, vendors, consumers, and the public.

20. Performs related projects and other duties as assigned by the Executive Director.

Education and Experience

Required:

· High school diploma or equivalent.

· At least three years of progressively responsible administrative, office management, business operations, fiscal support, payroll. Comparable professional experience will be considered.

· Demonstrated proficiency with computers and common business applications, including Microsoft Office/Microsoft 365.

· Demonstrated ability to manage confidential information, organize multiple priorities, and perform detailed work accurately.

Preferred:

· Associate degree or higher in business, accounting, public administration, office administration, human resources, or a related field; or an equivalent combination of education and relevant experience.

· Experience in a governmental, nonprofit, healthcare, behavioral health, or human-services setting.

· Experience with one or more of the following: payroll, accounts payable, governing-board support, meeting minutes, claims processing, or governmental administrative systems.

Knowledge, Skills, and Abilities

· Strong organizational, time-management, written, and verbal communication skills.

· Ability to work independently, exercise sound judgment, maintain confidentiality, and manage multiple deadlines.

· Ability to prepare and maintain accurate correspondence, reports, meeting minutes, financial documentation, and administrative records.

· General understanding of payroll, accounts payable, or financial-documentation processes, with the ability to identify and resolve routine discrepancies.

· Ability to learn and effectively use specialized governmental, fiscal, payroll, claims, reporting, AI, and other technology systems.

· Ability to interpret and follow Board policies, governmental procedures, records requirements, and workplace safety procedures.

· Ability to establish effective working relationships with staff, Board members, providers, governmental representatives, vendors, and the public.

Other Requirements

· Valid driver's license and ability to travel on behalf of the Board as needed.

· Ability to attend occasional evening meetings, training, or events.

· Ability to obtain required system access and complete job-related training.

· Ohio Notary Public commission or willingness and eligibility to obtain one following employment.

Pay: $40,000.00 - $52,000.00 per year

Benefits:

• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Professional development assistance
• Retirement plan
• Vision insurance

Work Location: In person