Office Administrator

The Office Administrator is responsible for overseeing the daily administrative operations of the Community Day Services (CDS) program to ensure staffing stability, documentation compliance, and operational readiness. This position supports quality services for individuals with intellectual and developmental disabilities while ensuring the program remains compliant with Rule 115, Rule 119, and agency standards. The Office Administrator works collaboratively with the HR Consultant regarding employee management, recruitment, onboarding, and personnel matters. The ideal candidate is proactive, highly organized, solution-focused, and committed to supporting individuals with intellectual and developmental disabilities while fostering a culture of accountability, compassion, and excellence.

Essential Duties and Responsibilities:

Client Documentation & Compliance Maintain complete, accurate, and audit-ready client records. Ensure required documentation is collected, tracked, and renewed in accordance with regulatory requirements. Communicate with guardians, ISC agencies, and medical providers to obtain missing documentation. Monitor document expiration dates and initiate renewals. Participate in file audits and quality assurance activities. Ensure all client files remain organized and accessible for review. Staffing & Operations Develop and maintain staff schedules to ensure adequate coverage. Monitor attendance, punctuality, and staffing levels. Receive and document employee call-offs and secure coverage as needed. Maintain contingency plans for staffing shortages. Communicate staffing concerns and updates to program leadership. Employee Support & Coordination Partner with the HR Consultant on recruitment, onboarding, employee relations, and corrective actions. Maintain employee training and compliance records. Track required trainings and certification renewals. Support implementation of agency policies and procedures. Reporting & Administrative Functions Prepare weekly reports related to staffing, documentation compliance, and operational trends. Maintain accurate administrative records and tracking systems. Assist leadership with program operations and compliance initiatives. Qualifications Associate's or Bachelor's degree in Human Services, Healthcare Administration, Business Administration, or a related field preferred. Minimum of two years of administrative experience in healthcare, developmental disabilities, or human services preferred. Knowledge of Rule 115, Medicaid Waiver programs, or IDD services preferred. Strong organizational, communication, and problem-solving skills. Proficiency in Microsoft Office and electronic record systems. Ability to manage multiple priorities in a fast-paced environment. Working Conditions This position requires frequent interaction with staff, individuals served, families, and community providers. The Office Administrator must maintain confidentiality and comply with all HIPAA and agency requirements.

Pay:

$22.00 - $25.00 per hour

Benefits:

Health insurance Life insurance Paid time off

Work Location:

In person