Office Manager - Chandler Location

Pathways for Life•Chandler, AZ

10d

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 more than 200 primarily in-home caregivers, ensuring employees are paid accurately, 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 position oversees location-level compliance with applicable DDD/HCBS requirements and company policies; onboarding, credentials, training, and recordkeeping; payroll and timekeeping preparation; member service authorizations and related documentation; and daily office workflows. It also supports families, caregivers, and external partners with questions and coordinates with employees, administrative staff, payroll personnel, and leadership to resolve operational issues and maintain accurate, timely services.

Responsibilities

Oversee location-level compliance with applicable DDD/HCBS requirements and company policies.
Coordinate employee onboarding and verify required documentation, background checks, certifications, and training are completed.
Track staff certifications, renewals, and expiration dates, and follow up on outstanding requirements.
Track and record staff continuing education hours.
Manage home certification tracking and ensure timely completion and renewal.
Enter and maintain member habilitation goals in SpokeChoice and prepare and submit the monthly SpokeChoice report.
Enter and upload DTA and IDLA habilitation goals through FileZilla monthly.
Maintain organized employee and member records to support internal reviews and audit readiness, while maintaining confidentiality and HIPAA compliance.
Prepare, process, and verify employee timesheets and complete payroll preparation, including timekeeping token review and processing, mileage, designated staff hours, incentives, reimbursements, and sick time.
Identify and resolve missing entries, discrepancies, and approval issues before payroll deadlines; coordinate with employees, administrative staff, and payroll personnel to obtain corrections and supporting documentation.
Review weekly maximum service hours and follow up on discrepancies or potential overages.
Review member service authorizations monthly in accordance with service delivery and billing timelines; track authorization dates, approved hours, outstanding updates, and member authorization acknowledgments.
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 completion of payroll, credentialing, authorization, and compliance tasks.
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 work collaboratively with the team to provide timely assistance.
Respond to inquiries from families, caregivers, and external partners, routing questions to the appropriate staff or department.
Guide employees and others regarding timesheets, payroll documentation, credentialing, authorizations, and office procedures.
Maintain professional, responsive communication and follow through on outstanding questions and concerns.