Part-Time Office Assistant / Personal Care Aide

Open Arms Personal Care Inc.; Norfolk, Northern (VA, KY); Hybrid; USD 21,000 - 28,000; 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.

The role blends administrative duties with payroll, staffing coordination, and quality assurance, with flexibility to assist as a Personal Care Aide when needed. The ideal candidate is organized, reliable, and capable of communicating with clients, families, staff, and healthcare partners.

Qualifications

• Associate degree or equivalent combination of education and experience.
• Ability to obtain and maintain Personal Care Aide certification.
• Proficiency in Microsoft Office (Word, Excel, PowerPoint, 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 as part of a team.
• Ability to manage changing priorities, meet deadlines, and follow company policies and regulatory requirements.

Responsibilities

• Support daily office operations and maintain a professional work environment.
• Assist with staffing and scheduling to cover client cases per Plan of Care.
• Prepare and review time sheets for payroll accuracy.
• Process invoices, purchase orders, and accounting documents.
• Assist with Medicaid billing preparation and processing.
• Review employee and client records for accuracy and compliance.
• Maintain confidential personnel files and payroll documents.
• Assist with new-hire orientation and onboarding paperwork.
• Prepare correspondence, reports, and other business documents.
• Coordinate meetings and training sessions.
• Assist with internal audits and policy reviews.
• Communicate job responsibilities and workplace expectations to staff.
• Provide Personal Care Aide services in client homes when needed.

Skills

Written and verbal communication

Organizational skills

Customer service

Confidentiality

Teamwork

Education

Associate degree or equivalent

Personal Care Aide certification (eligible)

Tools

Microsoft Office Suite

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.