What are the responsibilities and job description for the Office Administrator position at IT-S ABOUT YOU, INC?
Position Summary
The Office Administrator is responsible for overseeing daily administrative and office operations to ensure efficient, compliant, and organized delivery of in-home care services. This role supports caregivers, clients, and leadership by managing scheduling, documentation, billing support, compliance tracking, and customer service while maintaining confidentiality and regulatory standards.
Key Responsibilities
Administrative & Office Operations
- Manage daily office operations, including phones, emails, filing, and correspondence
- Maintain organized electronic and paper records in compliance with HIPAA
- Order office supplies and manage inventory
- Assist with onboarding paperwork for new employees and clients
Staffing & Scheduling Support
- Coordinate caregiver schedules to ensure proper coverage of client care hours
- Track caregiver availability, call-outs, and schedule changes
- Communicate schedule updates to caregivers and clients promptly
- Support timekeeping and payroll documentation accuracy
Client & Caregiver Support
- Serve as first point of contact for clients, families, and caregivers
- Address routine questions, concerns, and service requests professionally
- Assist with intake documentation and service agreements
- Maintain positive relationships with clients and staff
Compliance & Documentation
- Maintain personnel files including background checks, licenses, TB tests, and training records
- Ensure client charts are complete and up to date (care plans, service notes, consents)
- Track renewals, authorizations, and required documentation
- Support agency readiness for audits and inspections
Billing & Reporting Support
- Assist with Medicaid/private pay billing documentation
- Verify service hours and ensure documentation supports billed services
- Prepare reports related to staffing, attendance, and service delivery
- Coordinate with billing specialists or external billing companies as needed
Communication & Coordination
- Communicate effectively with leadership regarding operational needs
- Support coordination between caregivers, supervisors, and management
- Maintain professionalism and confidentiality at all times
REQUIRED
- High school diploma or equivalent
- Minimum 2 years of administrative or office management experience
- Experience in healthcare, home care, or human services preferred
- Strong organizational and multitasking skills
- Proficiency in Microsoft Office (Word, Excel, Outlook)
- Ability to maintain confidentiality and comply with HIPAA
PREFERRED
- Experience in in-home care, personal care services, or Medicaid-funded programs
- Familiarity with scheduling software and electronic health records (EHR)
- Knowledge of NC home care regulations
- Strong customer service and communication skills
Job Type: Part-time
Pay: $14.00 - $16.00 per hour
Expected hours: No more than 40 per week
People with a criminal record are encouraged to apply
Experience:
- Office management: 3 years (Required)
Work Location: In person
Salary : $14 - $16