Office Manager

Job Description

Position Summary

The Office Manager is a key leadership and operational role responsible for overseeing day‑to‑day administrative functions of JC BestCare within a Home and Community‑Based Services (HCBS) environment. This position ensures efficient office operations, regulatory compliance, accurate documentation, staff coordination, and professional communication across all departments.

The Office Manager serves as the central point of accountability for administrative systems supporting HCBS service delivery, including HR administration, compliance tracking, scheduling coordination, billing support, records management, and internal controls.

Essential Duties & Responsibilities

1. Administrative & Office Operations

• Oversee daily office operations to ensure efficiency, organization, and professionalism.
• Establish, implement, and enforce administrative workflows, procedures, and internal controls.
• Maintain accurate and secure records in compliance with HIPAA and Iowa Medicaid requirements.
• Serve as the primary administrative liaison between leadership, staff, and external partners.
• Ensure timely handling of phone calls, emails, mail, and official correspondence.

2. HCBS Compliance & Documentation Oversight

• Monitor and track HCBS‑required documentation, including: 
  • Service plans
  • Authorizations
  • Staff credentials and training
  • Background checks
  • Incident reports and follow‑ups
• Support audits, site reviews, and quality assurance activities.
• Ensure records are audit‑ready at all times.
• Flag compliance risks and escalate concerns to leadership immediately.

3. Human Resources & Staffing Support

• Coordinate onboarding and offboarding processes for employees and contractors.
• Maintain personnel files, licensure, training logs, and acknowledgment forms.
• Track staff compliance with required training, certifications, and policy acknowledgments.
• Support scheduling coordination and communicate staffing needs or gaps.
• Assist leadership with corrective actions, documentation, and employee communications as directed.

4. Billing, Payroll & Financial Administration Support

• Support billing operations by ensuring documentation accuracy and timely submission.
• Assist with payroll administration by verifying timekeeping records and resolving discrepancies.
• Track administrative expenses and office supply budgets.
• Coordinate with external vendors, payroll providers, and accounting support as needed.

5. Communication & Professional Representation

• Represent JC BestCare professionally in all internal and external communications.
• Communicate clearly and assertively with staff regarding deadlines, requirements, and expectations.
• Coordinate communication with case managers, MCOs, state agencies, and community partners.
• Prepare reports, summaries, and administrative updates for leadership.

6. Systems, Technology & Process Improvement

• Maintain and oversee administrative systems (e.g., SharePoint, HR files, scheduling tools).
• Support automation and workflow improvements to increase efficiency and accountability.
• Train staff on administrative procedures and documentation standards.
• Identify operational gaps and recommend improvements.

Required Qualifications

• Minimum Associate’s or Bachelor’s degree in Business Administration, Healthcare Administration, or related field (preferred).
• 2+ years of office management or administrative leadership experience , preferably in HCBS, healthcare, or human services.
• Strong working knowledge of: 
  • Medicaid HCBS environments
  • Confidential records management
  • Compliance‑driven operations
• Excellent organizational, time management, and problem‑solving skills.
• Strong written and verbal communication skills.
• High level of professionalism, discretion, and accountability.
• Proficiency with Microsoft 365 (Outlook, Word, Excel, SharePoint).