Office Administrator

Office Administrator

The Office Administrator supports the day-to-day administrative operations of the Care Center, providing coordinated support across recruiting, onboarding, compliance, payroll, and field staff and client communications. This role helps navigate candidates through the hiring process, maintains new hire and employee files, and serves as a point of contact for field staff, caregivers, and clients on scheduling, payroll, and administrative matters. The Office Administrator ensures accurate recordkeeping and compliance with applicable state and federal regulations, and supports the Care Center team with day-to-day office and administrative functions.

Essential Duties and Responsibilities

Recruiting & Onboarding

• Facilitates and implements all phases of the recruitment process, including sourcing, screening, and interviewing candidates using an Applicant Tracking System.
• Explains position details, hiring process, and compensation structure to candidates.
• Prepares new hire paperwork, ensuring legislative requirements are met.
• Performs reference investigations to gain adequate information on which to base selection decisions.
• Oversees the new hire onboarding process, verifying completion of orientation and appropriate scheduling of first assignments.
• Ensures all records (I-9, E-Verify, State and Federal background checks, licensing, and certification) are compliant and uploaded into the new hire's electronic file.
• Assists in the coordination of caregiver training, orientation, and performance evaluations.

Compliance & Recordkeeping

• Maintains and ensures compliance with applicable equal employment opportunity (EEO) and related employment laws and regulations.
• Maintains accurate and up-to-date employee and client records, including relevant documentation.
• Supports internal and external audits, including the extraction and explanation of payroll and compliance-related data.
• Monitors visit and timesheet data flow between systems, escalating discrepancies to ensure compliance and accurate payroll processing.
• Ensures compliance with all legal, regulatory, and organizational requirements pertaining to home care services.

Payroll & Field Staff Support

• Performs customer service functions by answering employee requests and questions in person, via email, or by phone.
• Directs employee requests and questions to the responsible departments.
• Assists field staff with updates to employee profiles, including personal information, direct deposit, wage changes, and password resets.
• Manages payroll discrepancies, loan requests, and pay card updates; serves as part of the payroll call group, triaging and researching payroll inquiries.
• Completes employment verifications as needed.
• Reviews and processes non-EVV payroll paperwork daily, resolving issues with scheduling, field employees, and management to ensure correct payment of wages.

Client & Caregiver Communication

• Serves as a point of contact for clients, their families, and caregivers, providing exceptional customer service and promptly addressing inquiries or concerns.
• Maintains regular communication with clients and their families to provide updates and foster positive relationships with clients and service coordinators (payers).
• Collaborates with healthcare professionals, social workers, schedulers, and other relevant stakeholders to coordinate care and support client well-being.

General Office Duties

• Performs general administrative and office support tasks as needed.
• Performs other duties as assigned.

Qualifications and Skills: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• High school diploma or equivalent
• 3+ years of Customer Service or office administration experience
• Strong communication and presentation skills
• Proven self-starter with strong organizational and time management skills, able to prioritize tasks and meet deadlines
• Detail-oriented mindset with strong problem-solving abilities
• Ability to work collaboratively in a team environment and independently with minimal supervision
• Understanding of the company and services offered
• Demonstrated computer skills; familiarity with home care software and scheduling systems preferred but not required
• Strong understanding of state and federal rules and regulations
• Experience in a healthcare or home care coordination role preferred but not required; on-site job training will be provided

Physical Demands:

• Must remain in a stationary position for long periods of time at a desk or computer
• Requires occasional standing, sitting, walking; using hands to finger, handle, or feel objects, tools, or controls; reaching with hands and arms; climbing stairs; hearing; talking

Work Environment:

• Office environment
• Occasional travel to local offices for onboarding or training

Benefits:

• 401k
• Medical, Vision & Dental Insurance
• PTO, Sick Time, Floating Holidays

About Care And Help Home Care, LLC

Care And Help Home Care, LLC ("Company") provides non-skilled services to individuals in their homes or other independent living environments. These services include (but are not limited to) assistance with self-administration of medications, personal care such as assistance with personal hygiene, dressing, and feeding, homemaking such as assistance with household tasks housekeeping, shopping, meal planning and preparation, and transportation, companionship, respite care such as assistance and support provided to the family; and other non-skilled services. We conduct criminal background checks when required on all staff. We also conduct physicals and tuberculosis screenings for all direct care workers and office staff with direct consumer contact upon hiring and on a yearly basis. The direct care workers of the Company are required to complete a minimum of forty (40) hours of experience or practical training and a competency evaluation, or a state certification program. This training includes information regarding personal hygiene, safe transfer techniques, infection control, and basic nutrition. All direct care workers of our company also receive supervised practical training before having direct contact with a consumer or verification of prior experience.

Care And Help Home Care, LLC ("Company") does not discriminate on the basis of race, color, national origin, ancestry, religious creed, non-job related handicap or disability, sex (which includes: sex assigned at birth, sexual orientation, gender identity, gender expression, gender transition, or transgender identity), age, use of a guide or support animal because of: blindness, deafness, or physical handicap, or any other characteristic protected by law (each, a "Protected Characteristic"). Further, the Company complies with the provisions of the Federal Civil Rights Act of 1964, the Pennsylvania Human Relations Act and all other applicable laws related to discrimination and fair employment practices. Accordingly, no person shall, on the grounds of any Protected Characteristic, be excluded from participation in, be denied benefits of, or otherwise be subject to discrimination in the provision of any care service provided by our agency.

Disclaimers

The company, in considering your application for employment, may verify the information set forth on this application and obtain additional information related to your background. We offer reasonable accommodations in the hiring and employment process for individuals with disabilities. If you need assistance to accommodate a disability, you may request an accommodation at any time.

All caregivers providing Medicaid-funded personal care and home health services are required to enroll in and comply with Electronic Visit Verification (EVV), as mandated by the 21st Century CURES Act.

All employees must be fully compliant with EVV requirements from their date of hire and maintain a minimum 85% compliance rate for all visits.