Office & Scheduling Coordinator

Providence Home Care; Fargo (ND); On-site; USD 46,000 - 52,000; Full time

Job summary

Providence Home Care is seeking a full-time Office Administrator to keep the PHC office running smoothly and ensure records are audit-ready. This role supports program staff by managing front-desk operations, staff scheduling, personnel and training documentation, payroll and billing paperwork, and office supplies.

Success in this position means maintaining accurate, confidential records that meet North Dakota licensing requirements and coordinating schedules to ensure every shift is covered by

Qualifications

• Education and experience requirements include a high school diploma or GED and 2+ years in office administration or management.

Responsibilities

• Manage day-to-day office operations (phones, email, mail, visitors, supplies).
• Maintain personnel files (job descriptions, background checks, disclosures).
• Track staff training and certifications (orientation, CPR/First Aid, meds, CSTP modules).
• Ensure training records include trainer name, signature, topic, date, and staff names.
• Coordinate background checks for new hires and volunteers.
• Support onboarding with offer paperwork, I-9/W-4, orientation, checklists.
• Maintain confidential client files per HIPAA.
• Process timesheets and payroll information for review.
• Reconcile service documentation with ND Medicaid DD waiver billing.
• Prepare files for licensing surveys, audits, and accreditation.
• Prepare letters, memos, forms, and reports on company letterhead.
• Supervise Administrative Assistant.

Skills

Office administration

Staff scheduling

Documentation management

HIPAA compliance

Confidential information handling

Audit readiness

Payroll preparation

Medicaid billing

Education

High school diploma or GED

Associate’s or bachelor’s degree in business administration or related field

Tools

Therap scheduling tools

Job description

Providence Home Care is seeking a full-time Office Administrator to keep the PHC office running smoothly and ensure records are audit-ready. This role supports program staff by managing front-desk operations, staff scheduling, personnel and training documentation, payroll and billing paperwork, and office supplies.

Success in this position means maintaining accurate, confidential records that meet North Dakota licensing requirements and coordinating schedules to ensure every shift is covered by