Office Administrator

Job Description

Job Description

Office Administrator About the Role

Providence Home Care is seeking a full-time Office Administrator to keep the PHC office running smoothly and ensure records are audit-ready. This role supports program staff by managing front-desk operations, staff scheduling, personnel and training documentation, payroll and billing paperwork, and office supplies—so teams can focus on the people we support.

Success in this position means maintaining accurate, confidential records that meet North Dakota DD licensing requirements and CQL standards, while coordinating schedules to ensure every shift is covered by qualified staff.

Duties & Responsibilities

• Manage day-to-day office operations, including phones, email, mail, visitors, and office supplies.
• Maintain personnel files for all staff, including job descriptions, background check results, and required disclosures.
• Track staff training and certifications required by the ND DD Division (orientation, position-based competencies, CPR/First Aid, medication certification and annual recertification, and CSTP module progress), and flag anything due or expired.
• Ensure training records include state-required details, including trainer name and signature, topic, date, summary, staff member name, and any certificates.
• Coordinate federal and state criminal background checks for new hires and volunteers before they have contact with the people we support.
• Support onboarding by sending offer paperwork, collecting I-9 and W-4 forms, scheduling orientation, and tracking new-hire checklists.
• Maintain client files and ensure all records are confidential and handled in accordance with HIPAA.
• Process timesheets and prepare payroll information for review.
• Reconcile service documentation against billed units for ND Medicaid DD waiver billing.
• Prepare files for state licensing surveys, audits, and CQL accreditation reviews.
• Prepare letters, memos, forms, and reports on company letterhead.
• Supervise and support the Administrative Assistant.

Scheduling Responsibilities

• Serve as Scheduling Administrator in partnership with the Program Director to ensure shifts are covered by qualified staff.
• Build and publish weekly and monthly staff schedules for Residential Habilitation, Day Habilitation, Employment Supports, and other services.
• Match staffing to each person’s support plan hours and required staffing levels.
• Fill open shifts, call-offs, and vacancies using an up-to-date on-call and float list, and promptly notify the Program Director when a shift cannot be covered.
• Schedule only staff who are cleared to work by confirming background check completion and required training/certifications are current for the shift.
• Manage time-off requests and staff availability, track overtime, and keep schedules within budgeted hours.
• Coordinate schedules for appointments, outings, transportation, and day program attendance.
• Schedule new-hire orientation, trainings, recertifications, supervisions, and staff meetings.
• Document all schedule changes and compare scheduled hours with timesheets and service documentation before payroll and billing.
• Share schedules and changes promptly with staff, the people we support, families, and guardians.

Requirements

• High school diploma or GED.
• 2+ years of office administration or office management experience.
• Strong Microsoft Office skills (Word, Excel, Outlook).
• Highly organized and detail-oriented with the ability to manage multiple priorities at once.
• Ability to handle confidential information professionally.
• Comfort working with personnel and training documentation to support compliance and audit readiness.
• Prior experience with scheduling staff in a shift-based environment is preferred.
• Experience with payroll, Medicaid billing, or Therap is preferred.
• Associate’s or bachelor’s degree in business administration or a related field is preferred.
• Experience with scheduling software or Therap scheduling tools is preferred.

North Dakota Requirements

• Pass federal and state criminal background checks before starting work (NDAC 75-04-01-06).
• Disclose to PHC any criminal conviction, guilty or no-contest plea, or placement on the Medicaid exclusion list; anyone who handles funds must report this to the ND Department of Health and Human Services (NDAC 75-04-01-06).
• Complete PHC new-hire orientation, including confidentiality (HIPAA), rights of the people we support, and abuse, neglect, and exploitation reporting.
• Complete CPR/First Aid training (NDAC 75-04-01-20).

Benefits

• Dental insurance
• 8 hours paid time off
• 24 accident insurance
• Life insurance
• Short-term disability
• Competitive pay: $45,760 – $52,000 per year