Office Manager - Chandler Location

Pathways For Life; Chandler (AZ); On-site; USD 50,000 - 60,000; Full time

Benefits offered by this job

Comprehensive benefits package

Job summary

Pathways For Life in Chandler, AZ is seeking an Office Manager to lead day-to-day office operations for 200+ in-home caregivers. You will ensure accurate payroll, onboarding, credentialing, and audit-ready records while supporting families, caregivers, and leadership.

In this role you will supervise the HCBS administrative team, drive compliance with DDD/HCBS requirements, manage documentation, and implement process improvements to enhance accuracy, efficiency and service delivery.

Responsibilities

• Oversee location-level compliance with DDD/HCBS requirements and company policies.
• Coordinate onboarding and verify documentation, background checks, certifications, and training.
• Maintain staff certifications, renewals, and expiration dates; follow up on requirements.
• Track staff continuing education hours to support ongoing compliance.
• Enter and upload DTA and IDLA habilitation goals through FileZilla monthly.
• Enter and maintain member goals in SpokeChoice; prepare monthly reports.
• Maintain confidential, HIPAA-compliant records and audit-ready documentation.
• Oversee daily office operations and supervise the Chandler HCBS administrative team.
• Serve as primary contact for families, caregivers, and external partners; route inquiries.
• Support payroll processing, timekeeping, and resolution of discrepancies.

Job description

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.