Client Services & Office Coordinator

Access Healthcare Staffing & Recruitment•Las Vegas, NV

2d•Onsite

About The Position

Access Healthcare Staffing & Recruitment is actively growing a Personal Care Services division. We need an operations and compliance leader who can build the administrative infrastructure that supports this growth - someone who is energized by systems, compliance, and getting things right the first time. This is not a traditional admin role. You will manage government contract billing, caregiver onboarding and compliance, payroll coordination, and client documentation.

Requirements

2+ years of experience in healthcare administration, home care agency operations, medical billing, or government contract administration
Strong organizational skills - you are the person who builds the filing system, not the person who loses things in it
Detail orientation that is genuine, not performative - billing errors and compliance gaps have real consequences here
Comfortable working with multiple overlapping deadlines without being managed through each one
Proficiency in Google Workspace or Microsoft Office; able to set up and maintain shared tracking systems
Clear written and verbal communication - you will correspond with County client representatives, caregivers, and clients

Nice To Haves

Experience with County client Social Services, Nevada Medicaid, or another Nevada government payer
Familiarity with HCPCS billing codes, EVV (Electronic Visit Verification) systems, or Medicaid waiver billing
Home care or personal care agency background - understanding of caregiver workflows and client documentation
Experience managing, I-9 compliance, background check processes, or personnel file audits
Exposure to SBA federal contracting compliance is a significant plus

Responsibilities

Own the monthly billing cycle: collect completed County Client Assignment Sheets from all caregivers, compile the Summary Invoice, and submit accurately to County Client by monthly deadline
Track Client Receipt forms for any monetary transactions and ensure they accompany the correct submissions
Maintain a 24-hour serious occurrence reporting protocol - ensure any qualifying incident is escalated to the Administrator and reported to the County Client within the contractual window
Monitor Quality Assurance survey outcomes and flag any unsatisfactory ratings immediately - 10 working days to correct before contract is at risk
Maintain all required county documentation including client files, caregiver assignment records, and correspondence with County Client
Track contract compliance calendar: background check renewals, insurance certificate expiration, licensing renewal dates, and audit readiness
Own the full caregiver onboarding process: new hire paperwork, I-9 verification, background check initiation through Nevada DPS, LVMPD clearance, TB screen, CPR certification, and training enrollments
Maintain complete and compliant personnel files for all caregivers - physical and digital
Track caregiver certification expiration dates - CPR, health cards, background check renewals - and proactively flag upcoming expirations
Ensure all caregivers meet minimum qualifications before any client assignment
Support benefits administration processes as the agency introduces employee benefits
Maintain I-9 binder separately from personnel files per federal requirement
Collect and verify caregiver timesheets each pay period - cross-reference against scheduled shifts
Process payroll through agency payroll system and confirm direct deposits by pay date
Maintain payroll records per Nevada retention requirements (minimum 2 years)
Generate client invoices for private pay clients - track outstanding balances and follow up on overdue accounts
Assist owner with budget summary comparison reports required on County Client invoices
Manage active client files: intake packets, signed service agreements, care plans, emergency contact lists, and payer authorizations
Maintain agency systems: filing, scheduling tools, vendor contacts, and office supplies
Respond to all correspondence requiring administrative action within 24 hours
Support owner with certification documentation and ongoing federal compliance requirements as they develop
Assist with Medicaid billing processes when Nevada Medicaid enrollment activates