Office Manager — Chandler
Position Summary
The Office Manager leads day-to-day office operations, compliance tracking, payroll preparation, and administrative functions for the Chandler location of Pathways for Life. This role supports a workforce of 200+ primarily in-home caregivers, ensuring employees are accurately paid, properly onboarded and credentialed, and supported by current, audit-ready records.
The Office Manager supervises the Chandler HCBS administrative team, including the HCBS Administrative & Member Coordinator, and serves as a primary resource for families, caregivers, external partners, and leadership.
Key Responsibilities
Compliance & Credentialing
· Oversee location-level compliance with applicable DDD/HCBS requirements and company policies.
· Coordinate employee onboarding and verify completion of required documentation, background checks, certifications, and training.
· Maintain and track staff certifications, renewals, and expiration dates; follow up on outstanding requirements.
· Track and record staff continuing education hours to support ongoing compliance.
· Manage home certification tracking and ensure timely completion and renewal.
· Enter and maintain member habilitation goals in SpokeChoice.
· Prepare and submit the monthly SpokeChoice report.
· Enter and upload DTA and IDLA habilitation goals through FileZilla monthly.
· Maintain accurate, organized employee and member records to support internal reviews and audit readiness.
· Maintain confidentiality and HIPAA compliance in all communications, records, and documentation.
Payroll & Timekeeping
· Prepare, process, and verify employee timesheets to support timely and accurate payroll.
· Complete payroll preparation, including timekeeping token review and processing, mileage, designated staff hours, incentives, reimbursements, and sick time.
· Identify and resolve missing entries, discrepancies, and approval issues before payroll deadlines.
· Coordinate with employees, administrative staff, and payroll personnel to obtain corrections and supporting documentation.
· Review weekly maximum service hours and follow up on discrepancies or potential overages.
Authorizations & Service Documentation
· Review member service authorizations monthly in accordance with service delivery and billing timelines.
· Track authorization dates, approved hours, and outstanding updates; coordinate follow-up as needed.
· Track and record member authorization acknowledgments as they are received.
· Coordinate, track, and maintain member travel authorizations.
· Complete the annual PAR rate review and coordinate any necessary follow-up.
· Maintain authorization documentation and communicate relevant updates to staff, families, and internal teams.
Office Operations & Team Leadership
· Oversee daily office operations, administrative workflows, and task completion.
· Supervise and support the Chandler HCBS administrative team, including the HCBS Administrative & Member Coordinator.
· Assign priorities, provide guidance, and monitor completion of payroll, credentialing, authorization, and compliance tasks.
· Coordinate team coverage and follow-up to maintain consistent office support.
· Identify workflow gaps and implement process improvements to strengthen accuracy, efficiency, and service.
· Communicate operational concerns, unresolved issues, and compliance needs to leadership.
Family, Caregiver & Partner Support
· Serve as a primary point of contact for incoming calls, working collaboratively with the team to provide timely assistance.
· Respond to inquiries from families, caregivers, and external partners; route questions to the appropriate staff or department.
· Provide guidance regarding timesheets, payroll documentation, credentialing, authorizations, and office procedures.
· Maintain professional, responsive communication and follow through on outstanding questions and concerns.
Compensation Range is $50,000-$60,000 plus a comprehensive benefits package.