Home Healthcare Administrator

• Prepare and review weekly payroll information prior to submission.
  
  
• Review employee timekeeping records for accuracy and completeness.
  
  
• Identify missing clock-ins clock-outs incorrect time entries and other payroll discrepancies.
  
  
• Communicate with employees and supervisors regarding necessary payroll corrections.
  
  
• Maintain payroll-related documentation and reports.
  
  
• Ensure approved mileage reimbursements deductions and other authorized payroll items are properly documented.
  
  
• Maintain confidentiality of payroll and employee information.
  
  
• Submit completed payroll information to designated leadership for final review and approval.
  
  
• Maintain organized payroll records in accordance with agency policy.
  
  

• Maintain complete and organized employee personnel files.
  
  
• Ensure required employment documents are received and properly entered into agency systems.
  
  
• Track expiration dates for required licenses certifications CPR/First Aid identification drivers licenses training and other required documentation.
  
  
• Assist with new-hire onboarding and orientation paperwork.
  
  
• Monitor completion of required annual training.
  
  
• Notify appropriate leadership when employee credentials or required documentation are approaching expiration.
  
  
• Maintain accurate electronic and physical employee records.
  
  
• Maintain records in an organized and audit-ready condition.
  
  
• Assist leadership with personnel documentation corrective actions performance reviews and other administrative HR functions as directed.
  
  

• Maintain accurate and organized client administrative files.
  
  
• Ensure required client documentation is received scanned uploaded and appropriately filed.
  
  
• Assist with new-client administrative intake documentation.
  
  
• Work with nursing and scheduling personnel to ensure required documents are available before services begin.
  
  
• Monitor files for missing or expired documentation.
  
  
• Maintain confidentiality of client information in accordance with HIPAA and agency requirements.
  
  

• Maintain the daily organization and professional operation of the office.
  
  
• Answer and manage multi-line telephone systems professionally.
  
  
• Receive scan fax copy upload distribute and file documents.
  
  
• Monitor administrative emails and ensure appropriate follow-up.
  
  
• Prepare letters reports forms spreadsheets and other business correspondence.
  
  
• Maintain organized electronic and physical filing systems.
  
  
• Receive and appropriately route incoming mail and correspondence.
  
  
• Maintain office supplies and notify leadership when supplies need to be ordered.
  
  
• Maintain the professional appearance and organization of reception conference kitchen and common office areas.
  
  
• Assist Executive Leadership with projects meetings events presentations and special assignments.
  
  
• Maintain administrative calendars deadlines and required follow-up activities.
  
  

• Communicate payroll and timekeeping discrepancies affecting scheduled hours.
  
  
• Assist with administrative documentation related to employee attendance.
  
  
• Ensure scheduling documentation affecting payroll is properly maintained.
  
  
• Communicate employee compliance issues that may affect an employees eligibility to work.
  
  
• Provide administrative support when operational emergencies require additional assistance.
  
  

• Assist in maintaining agency compliance with applicable federal state payer and company requirements.
  
  
• Maintain administrative records in preparation for audits inspections and reviews.
  
  
• Assist with Medicaid private-pay third-party payer and referral-source documentation as assigned.
  
  
• Monitor employee credentials and documentation for compliance.
  
  
• Identify missing documentation and immediately communicate concerns to appropriate leadership.
  
  
• Follow established agency policies and procedures.
  
  
• Maintain strict confidentiality concerning clients employees payroll and company operations.
  
  
• Report suspected compliance concerns or policy violations to Executive Leadership.
  
  
• Assist in maintaining organized and audit-ready administrative records.
  
  

• Demonstrate professional communication at all times.
  
  
• Maintain confidentiality and exercise appropriate judgment when handling sensitive information.
  
  
• Communicate respectfully with employees clients families vendors and community partners.
  
  
• Follow the agencys chain of command.
  
  
• Avoid workplace gossip and inappropriate disclosure of confidential information.
  
  
• Maintain professional boundaries.
  
  
• Respond to administrative requests within established deadlines.
  
  
• Accept constructive feedback and corrective direction professionally.
  
  
• Demonstrate leadership accountability integrity and dependability.
  
  

• High school diploma or GED required; Associates or Bachelors degree in Healthcare Administration Business Administration Human Services or a related field preferred.
  
  
• Minimum of 23 years of strong administrative experience in home healthcare personal care healthcare or a related regulated environment.
  
  
• Minimum of 23 years of demonstrated experience with payroll preparation timekeeping and/or payroll administration strongly preferred.
  
  
• Strong experience with employee compliance credential tracking personnel documentation and maintaining audit-ready employee files required.
  
  
• Experience reviewing employee timesheets missed clock-ins/clock-outs payroll discrepancies mileage reimbursements and other payroll-related documentation.
  
  
• Experience maintaining employee and client records and ensuring required documentation is complete accurate and current.
  
  
• Experience with new-hire onboarding orientation documentation employee credentials CPR/First Aid records annual training requirements drivers licenses identification and other compliance documentation.
  
  
• Home healthcare or personal-care agency experience strongly preferred.
  
  
• Familiarity with Medicaid EVV/timekeeping systems healthcare documentation and applicable regulatory requirements preferred.
  
  
• Strong computer data-entry email spreadsheet and Microsoft Office skills.
  
  
• Ability to learn and effectively utilize agency scheduling payroll and electronic documentation systems.
  
  
• Excellent organizational skills with the ability to independently maintain office operations and administrative paperwork.
  
  
• Strong written and verbal communication skills.
  
  
• Ability to type accurately and efficiently.
  
  
• Ability to manage multiple priorities and meet weekly payroll compliance and administrative deadlines.
  
  
• Ability to maintain confidentiality when handling sensitive employee client payroll and company information.
  
  
• Must demonstrate excellent attendance punctuality professionalism confidentiality accountability dependability and attention to detail.
  
  

• Home healthcare administration
  
  
• Personal care services
  
  
• Medicaid-funded services
  
  
• Payroll processing and payroll preparation
  
  
• Employee timekeeping
  
  
• Employee compliance and credential tracking
  
  
• Healthcare documentation
  
  
• Human resources administration
  
  
• Client intake
  
  
• Electronic Visit Verification (EVV) and timekeeping systems
  
  
• Healthcare audits or regulatory compliance
  
  
• Maintaining audit-ready employee and client records
  
  

• Payroll accuracy and timeliness
  
  
• Accuracy of employee timekeeping review
  
  
• Organization and completeness of employee files
  
  
• Organization and completeness of client records
  
  
• Compliance and credential tracking
  
  
• Maintenance of audit-ready documentation
  
  
• Accuracy of data entry
  
  
• Completion of administrative deadlines
  
  
• Office organization and workflow
  
  
• Professional communication
  
  
• Confidentiality
  
  
• Attendance and punctuality
  
  
• Ability to work independently
  
  
• Follow-through on assigned responsibilities
  
  
• Ability to identify and resolve administrative problems before they become operational issues
  
  
• Collaboration with scheduling nursing and Executive Leadership
  
  
• Overall ability to maintain an organized and efficient administrative office
  
  

We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race color religion sex national origin disability status protected veteran status or any other characteristic protected by law.

• A rewarding professional career without any previous experience
• The confidence of a comprehensive training program
• A system that matches you with the most compatible clients
• The flexibility of day evening night and weekend hours
• A welcoming and supportive working environment
• Best of all being part of a caring and compassionate team helping seniors remain independent