Office Manager - Chandler Location

Job description

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.