Office Manager

Job Title:

Office Manager - Licensed Personal Care Agency Position Summary The Office Manager oversees the daily administrative and operational functions of a licensed personal care agency. This role ensures efficient office operations, compliance with state and federal regulations, coordination of caregiver services, and accurate management of client and employee records. The Office Manager serves as a key liaison between clients, caregivers, and management to support high-quality care delivery. Key Responsibilities1. Administrative & Office Operations

• Oversee daily office operations, including scheduling, clerical tasks, and workflow coordination
• Manage office supplies, equipment, and general administrative support functions
• Maintain accurate filing systems and documentation for clients and staff
• Act as the primary point of contact for phone calls, emails, and inquiries 2. Scheduling & Care Coordination
• Coordinate caregiver schedules and client assignments
• Ensure adequate staffing coverage and respond to last-minute changes or call-outs
• Match caregivers to clients based on needs, availability, and qualifications
• Communicate scheduling updates with staff and clients 3. Compliance & Regulatory Oversight
• Ensure adherence to state licensing requirements and agency policies
• Maintain compliance with HIPAA, Medicaid, and other applicable regulations
• Monitor documentation such as service notes, EVV (Electronic Visit Verification), and care records
• Support audits, inspections, and accreditation processes 4. Billing, Payroll & Financial Support
• Assist with billing, claims processing, and insurance verification (Medicaid, private insurance, etc.)
• Process payroll, timesheets, and caregiver visit logs
• Support accounts payable/receivable and financial recordkeeping
• Maintain accurate financial documentation and reports 5. Human Resources & Staff Management
• Assist with recruitment, interviewing, and onboarding of caregivers and office staff
• Maintain personnel files, credentials, and required training records
• Support staff supervision, communication, and performance tracking
• Facilitate orientation and ongoing staff education 6. Client Services & Communication
• Serve as a liaison between clients, families, caregivers, and management
• Handle client intake, referrals, and service inquiries
• Address concerns, complaints, and service issues professionally
• Maintain strong relationships to ensure client satisfaction QualificationsEducation & Experience
• High School Diploma required; Associate's or bachelor's degree in business, or related field preferred
• 2+ years of office management or healthcare administrative experience preferred
• Experience in a home care or personal care agency strongly preferred Skills & Knowledge
• Knowledge of Medicaid, and personal care service regulations
• Strong organizational, multitasking, and leadership skills
• Excellent communication and customer service abilities
• Proficiency in Microsoft Office and healthcare scheduling/EHR systems
• Ability to handle confidential information and maintain professionalism Work Environment
• Office-based role with frequent communication with field staff, clients, and healthcare providers
• Fast-paced environment requiring multitasking and problem-solving
• May require occasional after-hours coordination or on-call support depending on agency needs Key Competencies
• Leadership and team coordination
• Attention to detail and regulatory compliance
• Problem-solving and decision-making
• Time management and prioritization
• Customer service excellence Pay and Benefits
• We offer competitive, experience-based compensation for qualified candidates.
• Generous pay and paid time off.
• 401

K Pay:

$25.11 - $30.24 per hour

Benefits:

401(k) Paid time off

Work Location:

In person