Part-Time Office Assistant / Personal Care Aide

Open Arms Personal Care, Inc; Norfolk (VA); On-site; USD 19,000 - 25,000; Part time

Job summary

Open Arms Personal Care, Inc. in Norfolk, VA is seeking an Office Assistant to support daily operations of our local office.

This part-time, non-exempt role combines clerical duties with payroll-related tasks and occasional Personal Care Aide support when staffing requires. The ideal candidate will be detail-oriented, organized, and able to communicate professionally with clients, families, staff, and healthcare partners, while handling confidential information with discretion.

Qualifications

• Associate degree or equivalent education and experience.
• Ability to obtain Personal Care Aide certification.
• Proficiency in Microsoft Office (Word, Excel, PowerPoint, and Outlook).
• Strong written and verbal communication; highly organized.

Responsibilities

• Support daily office operations and maintain a professional work environment.
• Assist with staffing and scheduling to cover client plans.
• Prepare and review time sheets for payroll.
• Process invoices, purchase orders, and other accounting documents.
• Assist with Medicaid billing preparation and processing.
• Review employee and client records for accuracy and compliance.
• Maintain confidential personnel and client files.
• Assist with onboarding and orientation.

Skills

MS Office proficiency

Communication skills

Time management

Team player

Discretion

Independence

Project management

Customer service

HIPAA knowledge

Education

Associate degree or equivalent

Tools

Microsoft Word

Excel

PowerPoint

Outlook

Job description

Location: Norfolk, Virginia

Schedule: Approximately 25 hours per week, including a full eight-hour shift every Friday

Department: Administration

Employment Type: Part-time, non-exempt

Position Summary

Open Arms Personal Care is seeking a dependable, organized, and compassionate Office Assistant to support the daily operations of our Norfolk office. This position performs administrative, staffing, payroll, quality assurance, and general office duties. The selected candidate must also be willing and qualified to assist as a Personal Care Aide when needed due to staffing shortages.

The ideal candidate is detail-oriented, comfortable managing several priorities, and able to communicate professionally with clients, families, employees, healthcare professionals, and community partners.

Essential Responsibilities

• Support daily office operations and help maintain an efficient, professional work environment.
• Assist with staffing and scheduling to help ensure client cases are covered according to each Plan of Care.
• Prepare and review time sheets to ensure hours are accurate and submitted on time for payroll.
• Process invoices, purchase orders, and other accounting-related documents.
• Assist with Medicaid billing preparation and processing.
• Review employee and client records for accuracy, completeness, and compliance with applicable requirements.
• Maintain confidential personnel files, client records, payroll documents, and general office files.
• Assist with new-hire orientation and ensure on boarding paperwork is completed accurately and promptly.
• Prepare correspondence, forms, reports, spreadsheets, presentations, and other business documents.
• Coordinate meetings and training sessions, including notices, invitations, materials, and meeting notes.
• Assist with internal audits and policy and procedure reviews.
• Communicate with employees regarding job responsibilities, client concerns, and workplace expectations.
• Provide Personal Care Aide services in client homes when necessary to address staffing needs.
• Perform other duties as assigned.

Required Qualifications

• Associate degree or an equivalent combination of relevant education and experience.
• Ability to obtain and maintain Personal Care Aide certification.
• Proficiency in Microsoft Office, including Word, Excel, PowerPoint, and Outlook.
• Ability to use email, internet-based systems, phones, fax equipment, and standard office technology.
• Strong written and verbal communication skills.
• Strong organizational, project-management, and customer-service skills.
• Ability to handle confidential information with discretion.
• Ability to work independently and collaboratively as part of a team.
• Ability to manage changing priorities, meet deadlines, and follow company policies and regulatory requirements.

Preferred Qualifications

• Previous healthcare, home care, or direct patient-care experience.
• Five years of direct patient-care experience is a plus.
• Payroll, accounting, or administrative support experience.
• Medicaid billing experience.
• Knowledge of HIPAA requirements.
• Quality assurance or compliance experience, including reviewing documents for accuracy and completeness.