General Summary of Position
The Administrative Director leads and coordinates all administrative operations of LAPP, including records and information management, reception and client scheduling, billing support, and general office services. This role provides direct supervision of administrative and front‑office staff, ensures compliance with agency and regulatory standards, and maintains efficient workflows across departments. The Administrative Director collaborates closely with the Executive Director, Clinical Director, Billing Department, and works in ongoing partnership with the Chief Financial Officer (CFO) to support daily internal financial operations, including payment reconciliation and financial documentation. The Administrative Director also assists the CFO with annual audits and funding‑source audits to ensure compliance and organizational readiness.
Administrative Leadership & Office Operations
Lead and coordinate administrative services including reception, scheduling, billing support, records management, and office systems.
Resolve client concerns and respond to questions regarding agency policies and procedures.
Organize workflow, set performance goals, and ensure staff understand duties and delegated tasks.
Maintain office files and implement efficient systems for staff access to records.
Oversee inventory management and order office supplies as needed.
Provide clerical support when necessary, including answering phones, sorting mail, and preparing documents.
Ensure administrative operations comply with CARF, OHMAS, HIPAA, 42 CFR Part 2, and agency procedures.
Maintain accurate reporting logs and meet requirements for grant‑funded programs.
Use computers and electronic health records to enter data, process information, and support administrative functions.
Financial & Billing Support
Receive and sort incoming payments, ensuring accuracy and credibility.
Supervise front office staff in reconciling bills, receipts, and invoices.
Monitor account statuses, identify inconsistencies, and support billing staff in resolving discrepancies.
Maintain records related to inventory, personnel, orders, supplies, and equipment maintenance.
Collaborate effectively with the CFO on daily internal financial operations, including payment tracking, documentation, and financial workflow coordination.
Assist the CFO with annual audits and audits required by funding sources, preparing documentation, reports, and administrative records as needed.
Supervision & Staff Development
Supervise administrative, front office, and customer service staff to ensure adherence to quality standards, deadlines, and procedures.
Provide guidance to staff in handling complex issues, escalated complaints, or operational challenges.
Train or arrange training for employees on job duties, policies, and procedures.
Evaluate staff performance, ensure compliance with regulations, and recommend personnel actions.
Discuss performance concerns with employees and support problem resolution.
Participate in the work of subordinates when needed to maintain productivity or address difficult tasks.
Prepare and issue work schedules, deadlines, and duty assignments.
Communication & Collaboration
Communicate effectively with executives, staff, board members, and external partners.
Provide information to supervisors, coworkers, and subordinates via phone, email, written communication, and in person.
Coordinate activities with other departments and supervisory personnel to ensure smooth operations.
Interpret and communicate work procedures and policies to staff.
Research, compile, and prepare reports, manuals, correspondence, and documentation required by management or regulatory agencies.
Make recommendations to leadership regarding staffing, procedural changes, and operational improvements.
Consult with managers to resolve issues related to equipment, workflow, or output quality.
Collaborate with administrative staff including Billing, the Executive Director, and the CFO.
Other Duties
Maintain productivity standards according to agency policy.
Participate in meetings, training, and professional development activities.
Perform additional duties as assigned.
Qualifications
Required
High school diploma or equivalent.
At least three years of administrative or clerical experience.
Strong communication, interpersonal, and customer service skills.
Extensive knowledge of office management procedures.
Excellent verbal and written communication skills.
Strong organizational skills and attention to detail.
Ability to maintain confidentiality.
Effective time‑management skills with the ability to meet deadlines.
Compassion, empathy, and commitment to behavioral health services.
Ability to communicate the organization’s mission to community stakeholders.
Ability to function well in a fast‑paced and sometimes stressful environment.
Proficiency with Microsoft Office Suite, Zoom, Outlook, and electronic health records.
Ability to think creatively and problem‑solve.
Ability to work collaboratively with diverse stakeholders.
Supervisory or leadership experience.
Drivers License with acceptable driving record for agency insurance eligibility
Able to maintain personal vehicle insurance.
Preferred
Bachelor’s degree in office administration or related field.
Experience in behavioral health, nonprofit, or healthcare settings.
Direct Reports:
Front office staff: (Office Manager, Billing Specialist, Front Office Coordinators)
Physical Demands:
Employees must be able to communicate clearly in community and client‑facing settings, operate basic equipment, and complete documentation. The role may require standing, walking, sitting for extended periods, reaching, bending, kneeling, or crouching. Occasional lifting of up to 25 pounds may be required.
This position may involve travel to community locations and partner sites, and training opportunities. Employees must be able to safely operate a vehicle, enter and exit frequently, and drive in varied weather and traffic conditions.
Vision requirements include close, distance, color, peripheral, and depth perception, as well as the ability to adjust focus. Noise levels vary depending on the environment.
Additional Information:
This job description does not constitute an exhaustive list of all duties, responsibilities, or qualifications associated with the position. Employees may be assigned additional job‑related tasks or given other instructions by authorized supervisors as organizational needs evolve. All duties and responsibilities listed are considered essential functions and may be adjusted or modified as necessary to reasonably accommodate individuals with disabilities.
To perform this position successfully, employees must demonstrate the skills, competencies, and abilities required to carry out each essential function effectively. Certain requirements may preclude individuals who pose a direct threat or significant risk to the health or safety of themselves or others from performing specific duties.
The qualifications and requirements outlined represent the minimum levels of knowledge, skills, and abilities needed for the role. Nothing in this document creates an employment contract, expressed or implied, and employment remains strictly at will.
Equal Employment Opportunity Statement:
Licking County Alcoholism Prevention Program (LAPP) is an Equal Opportunity Employer. LAPP does not discriminate based on race, color, religion, sex, sexual orientation, gender identity or expression, national origin, age, disability, veteran status, genetic information, or any other status protected by applicable federal, state, or local law.
Pay: $54,795.00 - $61,073.00 per year
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Health insurance
- Health savings account
- Life insurance
- Paid time off
- Professional development assistance
- Vision insurance
Education:
- High school or equivalent (Required)
Experience:
- Office-Administrative: 3 years (Required)
- Quickbooks: 1 year (Preferred)
- Finance: 1 year (Preferred)
License/Certification:
- Finance or Business Certification (Preferred)
Work Location: In person
