Office Manager - Chandler Location

Office Manager — Chandler

Position Summary

The Office Manager leads day-to-day office operations, compliance tracking, payroll preparation, and administrative functions for the Chandler location of Pathways for Life. This role supports a workforce of 200+ primarily in-home caregivers, ensuring employees are accurately paid, properly onboarded and credentialed, and supported by current, audit-ready records.

The Office Manager supervises the Chandler HCBS administrative team, including the HCBS Administrative & Member Coordinator, and serves as a primary resource for families, caregivers, external partners, and leadership.

Key Responsibilities

Compliance & Credentialing

· Oversee location-level compliance with applicable DDD/HCBS requirements and company policies.

· Coordinate employee onboarding and verify completion of required documentation, background checks, certifications, and training.

· Maintain and track staff certifications, renewals, and expiration dates; follow up on outstanding requirements.

· Track and record staff continuing education hours to support ongoing compliance.

· Manage home certification tracking and ensure timely completion and renewal.

· Enter and maintain member habilitation goals in SpokeChoice.

· Prepare and submit the monthly SpokeChoice report.

· Enter and upload DTA and IDLA habilitation goals through FileZilla monthly.

· Maintain accurate, organized employee and member records to support internal reviews and audit readiness.

· Maintain confidentiality and HIPAA compliance in all communications, records, and documentation.

Payroll & Timekeeping

· Prepare, process, and verify employee timesheets to support timely and accurate payroll.

· Complete payroll preparation, including timekeeping token review and processing, mileage, designated staff hours, incentives, reimbursements, and sick time.

· Identify and resolve missing entries, discrepancies, and approval issues before payroll deadlines.

· Coordinate with employees, administrative staff, and payroll personnel to obtain corrections and supporting documentation.

· Review weekly maximum service hours and follow up on discrepancies or potential overages.

Authorizations & Service Documentation

· Review member service authorizations monthly in accordance with service delivery and billing timelines.

· Track authorization dates, approved hours, and outstanding updates; coordinate follow-up as needed.

· Track and record member authorization acknowledgments as they are received.

· Coordinate, track, and maintain member travel authorizations.

· Complete the annual PAR rate review and coordinate any necessary follow-up.

· Maintain authorization documentation and communicate relevant updates to staff, families, and internal teams.

Office Operations & Team Leadership

· Oversee daily office operations, administrative workflows, and task completion.

· Supervise and support the Chandler HCBS administrative team, including the HCBS Administrative & Member Coordinator.

· Assign priorities, provide guidance, and monitor completion of payroll, credentialing, authorization, and compliance tasks.

· Coordinate team coverage and follow-up to maintain consistent office support.

· Identify workflow gaps and implement process improvements to strengthen accuracy, efficiency, and service.

· Communicate operational concerns, unresolved issues, and compliance needs to leadership.

Family, Caregiver & Partner Support

· Serve as a primary point of contact for incoming calls, working collaboratively with the team to provide timely assistance.

· Respond to inquiries from families, caregivers, and external partners; route questions to the appropriate staff or department.

· Provide guidance regarding timesheets, payroll documentation, credentialing, authorizations, and office procedures.

· Maintain professional, responsive communication and follow through on outstanding questions and concerns.

Compensation Range is $50,000-$60,000 plus a comprehensive benefits package.