Office Manager

First Step Healthcare is a DODD-certified provider serving individuals with intellectual and developmental disabilities across Central Ohio. We deliver person-centered support and build a workplace where the staff who make that possible feel valued and set up to succeed.

About the role

The Office Manager is the operational hub of our office — the first point of contact for staff, families, and prospective clients, and the person responsible for keeping records, certifications, and timekeeping data complete, compliant, and audit-ready. This role suits someone who is detail-driven, comfortable managing competing priorities, and motivated by work that directly supports quality of care.

Responsibilities

• Process new client enrollments and verify all documentation is complete, accurate, and timely.
• Conduct pre-admission screening calls and intake meetings with clients, families, and guardians.
• Maintain client records in full compliance with DODD regulations and HIPAA.
• Manage recertification and redetermination timelines in coordination with County Board SSAs.
• Enroll clients and staff in the electronic timekeeping and EVV system.
• Verify daily punches; resolve exceptions and visit-verification errors before the pay period closes.
• Prepare payroll for management review and approval.
• Escalate overtime trends and recurring EVV errors to the Director of Operations.
• Schedule required staff training (CPR/First Aid, DODD curricula, Medication Administration).
• Track certification expiration dates and notify staff and management in advance of lapses.
• Coordinate BCI/FBI fingerprinting and all DODD-required registry and database checks.
• Maintain complete, audit-ready personnel files.
• Build referral relationships with County Boards, care management entities, and community partners.
• Represent First Step Healthcare at provider meetings, caregiver meetings, and community events.
• Serve as the first point of contact for staff inquiries, family questions, and office concerns.
• Order and track office supplies; maintain confidential physical and electronic filing systems.
• Coordinate staff recognition and incentive programs.

Requirements

• High school diploma or equivalent.
• Minimum two (2) years of office or administrative experience.
• Proficiency with Microsoft Office (Word, Excel, Outlook).
• Strong organizational skills, attention to detail, and sound judgment.
• Excellent written and verbal communication skills.
• Ability to handle confidential information with discretion and integrity.

Preferred Qualifications

• Associate's degree in Business Administration, Healthcare Administration, or a related field.
• Prior experience in healthcare, human services, or an IDD setting.
• Working knowledge of DODD regulations, HIPAA, payroll processing, or EVV systems.

Pay

$18.00 – $20.00 per hour, based on experience.

Schedule

Full-Time, Non-Exempt | Monday–Friday, 9:00 AM – 5:00 PM (on-site)

Benefits

• Paid Time Off, beginning after the 90-day introductory period.
• Performance-based bonus eligibility.
• Staff recognition and incentive programs.
• Ongoing training and professional development.
• Company parties.
• Free food & snacks.

Employment is contingent upon BCI and FBI criminal background checks, all DODD-required registry and federal exclusion list reviews, and verification of references, education, and prior employment.