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
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.
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.
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.
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.
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.
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).