Job Description

Job Description

Job Description

We Care sitting Services is looking for an experienced Office Manager to oversee the daily administrative and office operations to ensure efficient, compliant, and supportive service delivery. This role supports staff, leadership, and clients by managing office systems, documentation, scheduling support, and compliance-related administrative functions in accordance with Medicaid, state regulations, and agency policies.

Key Responsibilities

• Manage daily office operations and maintain an organized, professional work environment
• Develop and maintain administrative systems, workflows, and procedures
• Serve as primary point of contact for administrative inquiries
• Maintain accurate client, staff, and provider files in compliance with HCBS, Medicaid, and state regulations
• Ensure confidentiality and compliance with HIPAA and agency privacy policies
• Assist with audits, surveys, and licensing reviews
• Track required documentation, certifications, and renewals
• Support onboarding and offboarding of staff 
• Maintain personnel files and training records
• Assist with scheduling coordination and staff communication
• Serve as a liaison between direct support professionals and leadership
• Assist with Medicaid billing preparation and documentation tracking
  Coordinate with billing specialists. 
• Track timesheets, service logs, and authorizations
• Support payroll preparation 
• Answer phones, manage emails, and handle correspondence professionally
• Coordinate meetings, trainings, and staff schedules
• Communicate with clients, families, case managers, and community partners as needed

Qualifications:

• High school diploma or equivalent
• Minimum 2–3 years of office management or administrative experience
• Strong organizational, communication, and time-management skills
• Proficiency in Microsoft Office or Google Workspace
• Knowledge of confidentiality and professional boundaries
• Knowledge of LDH regulations
• Experience in HCBS, healthcare, social services, or Medicaid-funded programs
• Familiarity with waiver programs and service documentation

Benefits/Perks

• Health Insurance, Dental, and Vision Benefits available 
• Paid Time Off
• Career Growth Opportunities

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