HOME HEALTHCARE ADMINISTRATOR

Department: Administration
Reports To: Executive Leadership
Employment Status: Full-Time
Starting Pay: $23.00–$25.00 per hour, based on experience and qualifications
Schedule: As assigned based on agency operational needs

Position Summary

The Home Healthcare Administrator is responsible for maintaining the daily administrative operations of the home healthcare agency. This position serves as the primary in-house administrative resource responsible for ensuring that payroll preparation, employee and client documentation, compliance records, office procedures, communication, and general administrative functions are completed accurately and timely.

The Home Healthcare Administrator must be highly organized, dependable, professional, detail-oriented, and capable of independently managing multiple administrative priorities in a fast-paced healthcare environment.

This position works closely with Executive Leadership, the Administrator over the Scheduling Department, nursing personnel, caregivers, clients, families, referral sources, and other members of the administrative team.

Essential Duties and Responsibilities

Payroll and Timekeeping

• 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.
  
  

Employee Records and Compliance

• 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, driver's 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.
  
  

Client Administrative Records

• 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.
  
  

Office Administration

• 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.
  
  

Scheduling Department Coordination

The Home Healthcare Administrator will work collaboratively with the Administrator over the Scheduling Department but will not assume primary responsibility for daily scheduling unless specifically directed by Executive Leadership.

The Home Healthcare Administrator will:

• 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 employee's eligibility to work.
  
  
• Provide administrative support when operational emergencies require additional assistance.
  
  

The Administrator over the Scheduling Department maintains primary responsibility for scheduling, caregiver coverage, open shifts, call-outs, projected hours, completed hours, and client coverage.


Compliance and Quality Assurance

• 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.
  
  

Communication and Professionalism

The Home Healthcare Administrator must:

• 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 agency's 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.
  
  

Minimum Qualifications

• High school diploma or GED required; Associate's or Bachelor's degree in Healthcare Administration, Business Administration, Human Services, or a related field preferred.
  
  
• Minimum of 2–3 years of strong administrative experience in home healthcare, personal care, healthcare, or a related regulated environment.
  
  
• Minimum of 2–3 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, driver's 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.
  
  

Preferred Experience

Preference will be given to candidates with demonstrated experience in:

• 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
  
  

Preferred Candidate Profile

The ideal candidate will have 2–3 years of direct home healthcare administrative experience with strong payroll and compliance knowledge and will be capable of entering the position with minimal training.

The successful candidate should be able to independently maintain payroll preparation, employee and client documentation, compliance tracking, administrative records, and the daily organization of the office while working closely with Executive Leadership and the Administrator over the Scheduling Department.

Silver Care is seeking an individual who can take ownership of the administrative operation, identify problems before they become larger operational concerns, maintain accurate documentation, meet deadlines, and ensure that important administrative responsibilities are consistently completed.

Performance Expectations

The Home Healthcare Administrator will be evaluated on:

• 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