LHCSA Credentialing & Office Operations Specialist (Albany, NY / Office Based)

FreedomCare•Yonkers, NY

1d•Onsite

About The Position

FreedomCare is seeking an Office Operations Specialist to support caregiver compliance and day-to-day administrative operations for a Licensed Home Care Services Agency (LHCSA) office. This individual-contributor role ensures caregivers meet New York State Department of Health requirements while supporting recruitment, certification, coordination, onboarding, and a positive caregiver experience. The position is office-based and requires working onsite five days per week.

Requirements

High school diploma or equivalent.
Strong organizational, administrative, and time-management skills, including the ability to manage multiple priorities in a fast-paced office environment.
High attention to detail and the ability to maintain accurate records, audit documentation, and identify compliance gaps.
Strong customer service and interpersonal skills to support caregivers, candidates, visitors, and internal teams professionally.
Ability to coordinate day-to-day office operations, maintain organized files and records, and support multiple departments.
Ability to maintain confidentiality and handle sensitive information in accordance with HIPAA and NYSDOH requirements.
Sound judgment and problem-solving skills, with the ability to work independently and collaboratively.

Nice To Haves

1–2 years of experience in healthcare administration, home care, compliance, or caregiver onboarding.
Previous office management or office administration experience.
Experience working with NYSDOH regulations.
Experience processing CHRCs or other background screening processes.
Experience using Time Tap, Salesforce, Microsoft Office, DocuSign, or similar systems.
Administrative support experience in a regulated healthcare environment.
Experience supporting multiple departments in a fast-paced office setting.

Responsibilities

Process and monitor Criminal History Record Check (CHRC) requests in accordance with NYSDOH requirements, tracking completion and ensuring required steps are completed accurately and on time.
Monitor Live Scan submissions, fingerprint appointments, and background check results; follow up on pending, incomplete, or delayed items and escalate compliance concerns as needed.
Maintain accurate caregiver compliance records and documentation to support onboarding, employment eligibility, and audit readiness.
Audit caregiver files, identify missing or incomplete documentation, and coordinate with appropriate teams to resolve gaps.
Organize records and documentation for internal reviews, regulatory audits, and survey activity.
Coordinate daily office operations and help maintain an organized, professional, safe, clean, and functional office environment.
Prepare ACD classrooms, including rooms, supplies, materials, sign-in documentation, and other logistics for recruitment, certification, and onboarding.
Greet and direct visitors, assist caregivers and candidates, and connect them with appropriate internal teams.
Manage office supplies, mail distribution, document organization, scanning, filing, and related administrative tasks.
Identify facility-related needs and coordinate follow-up with appropriate support teams.
Coordinate caregiver support items and hospitality needs, including preparing goodie bags, arranging lunch orders, and maintaining related office budgets.
Provide cross-functional administrative support to LHCSA teams and complete additional projects and duties as assigned.