Professional Care Match, Inc.
Office Manager – HR Specialist (Home Care Experience Preferred) Location: [City], Maine | Full-Time | SHRM-Certified Preferred
Are you an experienced Office Manager with a strong HR background and a passion for helping others? Do you understand the ins and outs of home care administration and Maine state regulations? If so, we’d love to hear from you!
We are a reputable home care agency seeking a motivated and organized professional to lead our office operations and support our HR functions. This is a key leadership role that ensures compliance, supports caregivers, and helps us deliver exceptional care to clients in our community.
What You’ll Do: Manage daily office operations and administrative workflows
Oversee HR functions: hiring, on-boarding, compliance, and staff support
Maintain accurate employee files and documentation per Maine DHHS regulations
Coordinate caregiver credentialing, training, and renewals
Assist with audits, licensing compliance, and regulatory reporting
Promote a positive workplace culture and streamline communication across the team
We are small team, so other task, as needed will be required.
Formal Job Description:
Job Title: Human Resource/Office Manager Reports To:
Compliance and Human Resources Officer
FLSA Status: Exempt
Job Status (FT/PT): Full Time
Salary Range: $49,500 to $60,000
Summary: Responsible for overseeing daily office activities to ensure smooth operations, providing qualified staff and performing related administrative duties as well as managing all facets of Human Resources for PCM by performing the following duties. Duties and Responsibilities include the following. Other duties may be assigned.
Coordinates and monitors office operations to ensure company requirements are sufficiently met on a daily basis.*
Plans goals/objectives for office operations and identifies the resources (staff, equipment, funds) required to attain the end results.*
Maintains compliance requirements for PCM including; posting requirements, background checks, new hire paperwork/retention, file compliance, knowledgeable of all applicable local. State/federal regulations that the company must follow.*
Provides qualified staff to support and contribute to the needs of the office staff including participating in candidate interviews and the hiring process.*
Monitors office procedures and resolves problems through collaboration with pertinent contacts, and implements changes as needed.*
Resolves operational problems related to customer service, accounting procedures and computer systems through clear/documented communications and with management.*
Performs all aspects of human resources such as processing payroll, benefit administration(open enrollment, working with benefit carriers for enrollments/terminations, COBRA procedures, personnel issues and maintain related confidential files.).*
Reviews all long term care notes for preparation for the long term care insurance carrier, including communicating with bookkeeping and patients long term care insurance carriers.
Responsible to prepare care agreements in lieu of management as needed.*
Essential Function 10. Coordinates and oversees the completion of special projects as needed as directed by ownership/management.
11. Coordinates travel and accommodation arrangements via telephone and correspondence, and prepares related agendas for the company as required. For care givers.* 12. Operates standard office equipment efficiently to include: multi-line telephone system, facsimile machine, photocopy machine, postage meter, calculator, computer/printer.* 13. Ensures the efficient operation of all office equipment by performing minor service duties and arranges for routine and necessary maintenance as needed.* 14. Maintains the office supply inventory and orders additional supplies as needed as well as ordering any needed supplies/equipment/services for care givers upon request/need.* 15. Oversees and manages the Human Resources department; plan, organize, and control all activities of the department.* 16. Develops and administers various human resources plans and procedures for all company personnel; participate in developing department goals, objectives, and systems.* 17. Implements and annually updates compensation programs; conduct annual salary surveys and develop merit pool (salary budget), analyze compensation, and monitor performance evaluation program and revise as necessary.* 18. Works with ownership and upper management to develop, recommend, and implement personnel policies and procedures, as well as participant in preparation and maintenance of employee handbook.* 19. Establishes and maintains department records and reports; recommend new approaches, policies, and procedures to effect continual improvements in efficiency of department and services performed.* 20. Participates in administrative staff meetings; attend other meetings.* 21. Oversees the HR function of the Company, including 401(k) Plan liaison, payroll, medical, and dental oversight in conjunction with State, Federal, and company policy, and to maintain all aspects of personnel administration by performing the following duties.* 22. Prepares and processes employee personnel records to include: updating records as needed upon hire, review, and termination of employment.* 23. Maintains absentee records on the company PTO calendar to include recording hours and notifying management of time away from work on request.* 24. Collects, reconciles, provides, and approves weekly payroll to the payroll company for processing.* 25. Maintains bulletin boards of required employee postings and general information both physically and in an electronic format.* 26. Creates training assignments for all staff members.* 27. Oversees and conducts new hire paperwork including all required documents for compliance and maintain employee files securely and confidentially.* 28. Assists with additional projects as necessary.* 29. Conducts employee performance reviews for all direct reports.* 30. Engages in progressive discipline processes/procedures as necessary, up to and including termination.* 31. Visits care staff employees out in the field if needed for complaints, concerns and any other matters.* 32. Assists with operational tasks and/or on-call needs.* 33. Abides by all local/state and federal applicable regulations.* 34. Manages all staff training including assignments, follow up as due dates get closer, track all employee progress and track completion of training requirements for each employee.* 35. Tracks employee recognition awards including birthdays, work anniversary, employee recognition and more as determined by PCM.* 36. Performs other duties assigned as needed.
*Essential Function Supervisory Responsibilities: Manages one subordinate supervisor who supervise a total of one employee in the Human Resources, Office, Operations as needed, Scheduler Department. Is responsible for the overall direction, coordination, and evaluation of these units. Also directly supervises one employee (non-supervisory). Carries out supervisory responsibilities in accordance with the organization's policies and applicable laws. Responsibilities include interviewing, hiring, and training employees; planning, assigning, and directing work; appraising performance; rewarding and disciplining employees; addressing complaints and resolving problems. Qualifications: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
What We’re Looking For: 3+ years of experience in office management and HR (home care/healthcare preferred)
Working knowledge of Maine home care regulations required
SHRM-CP or SHRM-SCP certification preferred
Strong organization, multitasking, and communication skills
Tech-savvy: familiar with HR or home care software
Passionate about caregiver support and senior services
What We Offer: Competitive salary
401K
Health Benefits as of 1/1/26
Paid time off + holidays
Supportive and mission-driven work environment
Growth and leadership opportunities
Apply now to join a dedicated team making a real difference in the lives of Maine families!
We are an equal opportunity employer and prohibit discrimination/harassment without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.
**It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.
Are you an experienced Office Manager with a strong HR background and a passion for helping others? Do you understand the ins and outs of home care administration and Maine state regulations? If so, we’d love to hear from you!
We are a reputable home care agency seeking a motivated and organized professional to lead our office operations and support our HR functions. This is a key leadership role that ensures compliance, supports caregivers, and helps us deliver exceptional care to clients in our community.
What You’ll Do: Manage daily office operations and administrative workflows
Oversee HR functions: hiring, on-boarding, compliance, and staff support
Maintain accurate employee files and documentation per Maine DHHS regulations
Coordinate caregiver credentialing, training, and renewals
Assist with audits, licensing compliance, and regulatory reporting
Promote a positive workplace culture and streamline communication across the team
We are small team, so other task, as needed will be required.
Formal Job Description:
Job Title: Human Resource/Office Manager Reports To:
Compliance and Human Resources Officer
FLSA Status: Exempt
Job Status (FT/PT): Full Time
Salary Range: $49,500 to $60,000
Summary: Responsible for overseeing daily office activities to ensure smooth operations, providing qualified staff and performing related administrative duties as well as managing all facets of Human Resources for PCM by performing the following duties. Duties and Responsibilities include the following. Other duties may be assigned.
Coordinates and monitors office operations to ensure company requirements are sufficiently met on a daily basis.*
Plans goals/objectives for office operations and identifies the resources (staff, equipment, funds) required to attain the end results.*
Maintains compliance requirements for PCM including; posting requirements, background checks, new hire paperwork/retention, file compliance, knowledgeable of all applicable local. State/federal regulations that the company must follow.*
Provides qualified staff to support and contribute to the needs of the office staff including participating in candidate interviews and the hiring process.*
Monitors office procedures and resolves problems through collaboration with pertinent contacts, and implements changes as needed.*
Resolves operational problems related to customer service, accounting procedures and computer systems through clear/documented communications and with management.*
Performs all aspects of human resources such as processing payroll, benefit administration(open enrollment, working with benefit carriers for enrollments/terminations, COBRA procedures, personnel issues and maintain related confidential files.).*
Reviews all long term care notes for preparation for the long term care insurance carrier, including communicating with bookkeeping and patients long term care insurance carriers.
Responsible to prepare care agreements in lieu of management as needed.*
Essential Function 10. Coordinates and oversees the completion of special projects as needed as directed by ownership/management.
11. Coordinates travel and accommodation arrangements via telephone and correspondence, and prepares related agendas for the company as required. For care givers.* 12. Operates standard office equipment efficiently to include: multi-line telephone system, facsimile machine, photocopy machine, postage meter, calculator, computer/printer.* 13. Ensures the efficient operation of all office equipment by performing minor service duties and arranges for routine and necessary maintenance as needed.* 14. Maintains the office supply inventory and orders additional supplies as needed as well as ordering any needed supplies/equipment/services for care givers upon request/need.* 15. Oversees and manages the Human Resources department; plan, organize, and control all activities of the department.* 16. Develops and administers various human resources plans and procedures for all company personnel; participate in developing department goals, objectives, and systems.* 17. Implements and annually updates compensation programs; conduct annual salary surveys and develop merit pool (salary budget), analyze compensation, and monitor performance evaluation program and revise as necessary.* 18. Works with ownership and upper management to develop, recommend, and implement personnel policies and procedures, as well as participant in preparation and maintenance of employee handbook.* 19. Establishes and maintains department records and reports; recommend new approaches, policies, and procedures to effect continual improvements in efficiency of department and services performed.* 20. Participates in administrative staff meetings; attend other meetings.* 21. Oversees the HR function of the Company, including 401(k) Plan liaison, payroll, medical, and dental oversight in conjunction with State, Federal, and company policy, and to maintain all aspects of personnel administration by performing the following duties.* 22. Prepares and processes employee personnel records to include: updating records as needed upon hire, review, and termination of employment.* 23. Maintains absentee records on the company PTO calendar to include recording hours and notifying management of time away from work on request.* 24. Collects, reconciles, provides, and approves weekly payroll to the payroll company for processing.* 25. Maintains bulletin boards of required employee postings and general information both physically and in an electronic format.* 26. Creates training assignments for all staff members.* 27. Oversees and conducts new hire paperwork including all required documents for compliance and maintain employee files securely and confidentially.* 28. Assists with additional projects as necessary.* 29. Conducts employee performance reviews for all direct reports.* 30. Engages in progressive discipline processes/procedures as necessary, up to and including termination.* 31. Visits care staff employees out in the field if needed for complaints, concerns and any other matters.* 32. Assists with operational tasks and/or on-call needs.* 33. Abides by all local/state and federal applicable regulations.* 34. Manages all staff training including assignments, follow up as due dates get closer, track all employee progress and track completion of training requirements for each employee.* 35. Tracks employee recognition awards including birthdays, work anniversary, employee recognition and more as determined by PCM.* 36. Performs other duties assigned as needed.
*Essential Function Supervisory Responsibilities: Manages one subordinate supervisor who supervise a total of one employee in the Human Resources, Office, Operations as needed, Scheduler Department. Is responsible for the overall direction, coordination, and evaluation of these units. Also directly supervises one employee (non-supervisory). Carries out supervisory responsibilities in accordance with the organization's policies and applicable laws. Responsibilities include interviewing, hiring, and training employees; planning, assigning, and directing work; appraising performance; rewarding and disciplining employees; addressing complaints and resolving problems. Qualifications: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
What We’re Looking For: 3+ years of experience in office management and HR (home care/healthcare preferred)
Working knowledge of Maine home care regulations required
SHRM-CP or SHRM-SCP certification preferred
Strong organization, multitasking, and communication skills
Tech-savvy: familiar with HR or home care software
Passionate about caregiver support and senior services
What We Offer: Competitive salary
401K
Health Benefits as of 1/1/26
Paid time off + holidays
Supportive and mission-driven work environment
Growth and leadership opportunities
Apply now to join a dedicated team making a real difference in the lives of Maine families!
We are an equal opportunity employer and prohibit discrimination/harassment without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.
**It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.