Office Manager - Chandler Location

Pathways for Life•Chandler, AZ

11d•$50,000 - $60,000

About The Position

The Office Manager leads day-to-day office operations, compliance tracking, payroll preparation, and administrative functions for Pathways for Life’s Chandler location. The 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. The compensation range is $50,000–$60,000 plus a comprehensive benefits package.

Responsibilities

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.
Track staff certifications, renewals, expiration dates, and continuing education hours; follow up on outstanding requirements.
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 for internal reviews and audit readiness, while maintaining confidentiality and HIPAA compliance.
Prepare, process, and verify employee timesheets and payroll, including timekeeping token review, mileage, designated staff hours, incentives, reimbursements, and sick time.
Identify and resolve missing entries, discrepancies, and approval issues before payroll deadlines; coordinate corrections and supporting documentation with employees, administrative staff, and payroll personnel.
Review weekly maximum service hours and follow up on discrepancies or potential overages.
Review member service authorizations monthly; track authorization dates, approved hours, outstanding updates, and acknowledgments, and coordinate follow-up as needed.
Coordinate, track, and maintain member travel authorizations.
Complete the annual PAR rate review and coordinate necessary follow-up.
Maintain authorization documentation and communicate relevant updates to staff, families, and internal teams.
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 task completion.
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.
Serve as a primary point of contact for incoming calls and respond to inquiries from families, caregivers, and external partners, routing questions as appropriate.
Provide guidance regarding timesheets, payroll documentation, credentialing, authorizations, and office procedures.
Maintain professional, responsive communication and follow through on outstanding questions and concerns.