Finance & Operations Administrator

Daybreak; Dayton (OH); On-site; USD 52,000 - 70,000; Full time

Job summary

Daybreak is seeking a Finance and Operations Administrator in Dayton, OH to unify financial administration, revenue cycle workflows, and day-to-day facility operations.

You will manage grant billing (including ADAMHS), verify resident insurance, arrange authorizations, handle vendor invoices, and coordinate with external finance and IT contractors to ensure accurate reporting and smooth IT operations.

Qualifications

• Bachelor's degree in Finance, Accounting, or related field.
• At least 3 years of hands-on experience in medical/grant billing, accounts payable, insurance prior authorizations, and office operations; non-profit experience preferred.
• Active State Notary Public Commission preferred (or willingness to obtain notary status within 60 days of hire)

Responsibilities

• Prepare, reconcile, and submit monthly grant billing claims and ADAMHS board claims with deadlines.
• Verify resident insurance coverage at intake; manage re-enrollments and prior authorizations to prevent service disruption.
• Review, code, and process vendor invoices; allocate expenses across funding streams, grants, and general ledger accounts.
• Serve as primary operational contact for external finance/accounting contractors and IT MSPs for reporting and IT maintenance.
• Oversee internal IT operations, maintain hardware inventory logs, coordinate user accounts, and manage device repairs/updates.
• Notary the required documents as the official Commissioned Notary Public for the organization.
• Receive, sort, log, and distribute incoming mail and department correspondence daily.
• Oversee license and regulatory requirement renewals.

Skills

Communication

Microsoft Excel

IT/Hardware management

Education

Bachelor's degree

Tools

Microsoft Office Suite

Accounting/EHR software

Job description

Job Details

Job Location: Dayton, OH 45402

Education Level: Bachelor's degree

The Finance and Operations Administrator is responsible for integrating financial administration, revenue cycle workflows, and day-to-day facility and IT operations. This role ensures timely billing for grant and board claims (e.g., ADAMHS), manages resident insurance verification and prior authorizations, oversees expense allocations and invoice processing, and serves as the primary liaison to external finance and IT contractors. Additionally, the administrator manages technology hardware assets and supports core office logistics to maintain continuous operational excellence.

Essential duties include:

• Prepare, reconcile, and submit monthly grant billing claims and ADAMHS board claims, ensuring adherence to contract guidelines and strict submission deadlines
• Verify resident insurance coverage upon intake, manage ongoing insurance re-enrollments, and secure timely prior authorizations to prevent disruption in billable services
• Review, code, and process incoming vendor invoices; accurately allocate operational and program expenses across appropriate funding streams, grants, and general ledger accounts
• Serve as the primary operational point of contact for external finance/accounting contractors and IT Managed Service Providers (MSP) to streamline financial reporting and IT infrastructure maintenance
• Oversee internal IT technology operations, maintain hardware inventory logs (laptops, phones, software licenses), coordinate user account setups, and manage device repairs or equipment updates
• Act as an official Commissioned Notary Public for the organization, notarizing legal, financial, administrative, and client-related documentation as required
• Receive, sort, log, and distribute all incoming physical mail, packages, and internal department correspondence daily
• Oversee license and other regulatory requirement renewals

QualificationsEducation & Experience

• Associate or Bachelor's degree in Finance, Accounting, Business Administration, Healthcare Administration, or a related field preferred
• Minimum of 3 years of hands-on experience handling medical/grant billing (ADAMHS claims experience preferred), accounts payable, insurance prior authorizations, and office operations; non-profit experience preferred
• Active State Notary Public Commission preferred (or willingness/ability to obtain notary status within 60 days of hire)

Skills & Abilities

• Excellent verbal and written communication skills, ensuring clarity, accuracy, and attention to spelling and grammar
• Proficiency in basic computer skills, including Microsoft Office Suite
• Ability to work independently with minimal supervision while maintaining high performance standards
• Strong teamwork and collaboration skills
• Exceptional organizational and time management abilities
• Strong analytical skills to address problems involving multiple variables while working within established guidelines and procedures
• Financial & revenue cycle literacy: knowledge of grant billing protocols, ADAMHS claims processes, insurance pre-authorization rules, and expense allocation principles
• Technical & EHR competency: proficiency in accounting/EHR software systems, Microsoft Excel (data tracking/formulas), and basic IT hardware troubleshooting/asset management
• Strong vendor and contractor relations: communication and coordination skills to work effectively with third-party IT specialists, external accountants, and payor portals
• Exceptional multi-tasking abilities, strict adherence to financial integrity, and precise attention to detail

Certificates, Licenses & Registrations

• Valid Ohio Driver's License (required)
• Safe driving record per Motor Vehicle Record check (required)
• Current automobile insurance (required)
• CPR/First Aid Certification (required within 90 days)
• Crisis Intervention & De-Escalation (required within 90 days)