Office Administrator

PRESTIGE HEALTH CARE L.L.C; Minneapolis (MN); On-site; USD 42,000 - 56,000; Full time

Benefits offered by this job

Pay based on experience

Full-Time, Monday–Friday

Benefits discussed

Job summary

Prestige Health Care LLC is seeking an organized Office Administrator to support daily office operations and help ensure efficient administrative processes in a Minnesota-based healthcare setting.

The role involves maintaining confidential client and employee records, coordinating communications, and assisting management with scheduling and compliance tasks. Excellent organizational and communication skills are essential for success.

Qualifications

• High school diploma or GED required.
• Previous office administration or related experience preferred.
• Strong organizational skills and attention to detail.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office (Word, Excel, Outlook).
• Ability to handle confidential information professionally.
• Strong time management and multitasking abilities.
• Dependable, punctual, and able to work independently.

Responsibilities

• Manage daily office operations including phone calls, emails, scheduling, and correspondence.
• Maintain organized electronic and physical filing systems.
• Schedule meetings, appointments, client intake sessions, and staff orientations.
• Prepare letters, reports, spreadsheets, and other administrative documents.
• Maintain office supplies and coordinate general office needs.
• Organize and maintain confidential client and employee files.
• Assist with onboarding and required hiring documentation.
• Track staff training, documentation deadlines, and missing paperwork.
• Support staff scheduling and communicate staffing changes.
• Monitor timesheet submissions and follow up on missing entries.
• Track service documentation and daily progress notes.
• Assist with documentation requests for billing and audits.
• Support preparation for internal audits and DHS licensing reviews.

Skills

Organizational skills

Attention to detail

Written communication

Verbal communication

MS Office (Word, Excel, Outlook)

Confidential information handling

Time management

Multitasking

Dependability

Education

High school diploma or GED

Tools

Microsoft Office Suite

Job description

About Us

Prestige Health Care LLC is a Minnesota-based healthcare provider specializing in home and community-based services. We are committed to delivering high-quality, person-centered support that promotes independence, dignity, and quality of life for individuals with disabilities and other support needs.

We are seeking a highly organized, dependable, detail-oriented, and motivated Office Administrator to support our daily office operations and help ensure efficient administrative processes.

Position Overview

The Office Administrator will be responsible for managing daily office activities, maintaining accurate client and employee records, coordinating communications, supporting staff scheduling, and assisting management with administrative and compliance-related responsibilities.

The ideal candidate is proactive, professional, able to work independently, and comfortable managing multiple priorities in a fast-paced healthcare environment.

Key Responsibilities

Office Administration

• Manage daily office operations, including phone calls, emails, scheduling, and correspondence.
• Maintain organized electronic and physical filing systems.
• Schedule meetings, appointments, client intake sessions, and staff orientations.
• Prepare letters, reports, spreadsheets, and other administrative documents.
• Maintain office supplies and coordinate general office needs.

Client & Employee Records

• Organize and maintain confidential client and employee files.
• Assist with employee onboarding and required hiring documentation.
• Track staff training, background studies, and documentation deadlines.
• Monitor client records for missing or expiring documentation.
• Follow up with employees and management regarding outstanding paperwork.

Staff Coordination & Documentation

• Assist with employee scheduling and communicate staffing changes.
• Monitor timesheet submissions and follow up on missing entries.
• Track service documentation and daily progress notes.
• Communicate concerns regarding missing documentation or potential service interruptions.
• Support billing personnel with administrative documentation requests.

Compliance & Operational Support

• Assist management in preparing files for internal audits and DHS licensing reviews.
• Maintain tracking systems for required documentation and administrative deadlines.
• Support administrative activities related to Minnesota 245D and Home and Community-Based Services.
• Coordinate communication with case managers, guardians, and other authorized professionals.
• Assist with documentation and scheduling related to Integrated Community Supports (ICS).

Qualifications

Required

• High school diploma or GED.
• Previous office administration, administrative assistant, or related experience.
• Strong organizational skills and attention to detail.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office, including Word, Excel, and Outlook.
• Ability to handle confidential information professionally.
• Strong time management and multitasking abilities.
• Dependable, punctual, and able to work independently.

Preferred

• Experience in healthcare administration, home care, or human services.
• Familiarity with Minnesota DHS Chapter 245D requirements.
• Experience working with client records, employee files, and electronic documentation systems.
• Knowledge of HCBS programs, including Integrated Community Supports (ICS).
• Experience with scheduling, timesheet monitoring, and staff onboarding.

What We're Looking For

We are looking for someone who:

• Takes initiative and follows through on assigned responsibilities.
• Pays close attention to detail and maintains accurate records.
• Communicates professionally with clients, employees, and management.
• Is comfortable following up with staff and tracking deadlines.
• Can prioritize multiple responsibilities with minimal supervision.
• Demonstrates professionalism, discretion, and accountability.
• Is willing to learn and grow within the organization.

Compensation & Benefits

Pay: Based on experience and qualifications.
Schedule: Full-Time, Monday through Friday.
Benefits: Discussed during the hiring process.

Prestige Health Care LLC is an Equal Opportunity Employer.

We look forward to welcoming a dedicated professional to our team.