Office Manager/PCA Agency Operator Job Description

Job Title: Office Manager/PCA Agency Operator

Reports To: Agency Owner/Director

Job Summary: The Office Manager/PCA Agency Operator is responsible for the overall daily management and operation of the Personal Care Agency (PCA) in compliance with the Maine Personal Care Agency Licensing Rule (10-144 CMR Ch. 129). This role includes managing administrative tasks, overseeing client admissions, ensuring adequate staffing, and conducting supervisory visits for Personal Support Specialists (PSS). The successful candidate will ensure the agency operates efficiently, maintains regulatory compliance, and provides high-quality personal care services to clients.

Key Responsibilities:

Agency Operations & Administration:

• Serve as the designated Administrator for the PCA, responsible for the overall management and compliance with all applicable Maine Statutes and rules.
• Ensure the agency has a dedicated phone line and email address, and that designated office hours are posted.
• Maintain general and professional liability insurance adequate to protect clients.
• Conspicuously post the agency license in the business area.
• Maintain an operations manual including an organizational diagram and job descriptions for all positions.
• Implement and follow agency policies and procedures, including communicating new policies and changes to all employees.
• Ensure compliance with all business requirements and promptly inform the Department of any changes in contact information.

Client Admissions:

• Keep a comprehensive record of all admissions, including the client's name, service start date, and if applicable, discontinuation date and reason.
• Ensure client records are retained for a minimum of five years.
• Demonstrate sufficient staffing to meet client needs when admitting new clients.
• Oversee the development of written business contracts with clients or their legal representatives, outlining costs and providing notice of any cost changes.

Staffing & Supervision (Personal Support Specialists - PSS):

• Ensure all employees providing direct care meet qualification requirements, including CNA listing or successful completion of Personal Support Specialist training.
• Verify employee eligibility through background checks conducted by the Maine Background Check Center and ensure no history of substantiated abuse, neglect, or misappropriation of property.
• Maintain files containing all background check results.
• Designate and oversee individuals responsible for the supervision of direct care employees.
• Ensure supervisors meet the required qualifications (e.g., LPN/RN license, Department-approved personal care services course, CNA registration, or relevant experience).
• Ensure on-site supervision visits are conducted at least every 30 days for the first three months of employment for direct care employees, documented to include observed services, competency issues, action plans, and client satisfaction.
• Confirm annual performance reviews are completed for all employees and maintained in their personnel records.
• Oversee staff orientation programs covering mandated reporting, agency policies on abuse/neglect, grievance procedures, job duties, performance management, client service plans, documentation, contingency planning, infection control, training requirements, emergency procedures, and confidentiality.
• Ensure employees receive annual training on mandated reporting, agency policies on abuse/neglect, grievance policy, agency expectations, infection control, emergency/disaster policies, and confidentiality.

Qualifications:

• Demonstrated capacity to operate and manage an agency with regard for client health and safety and consistent compliance with rules and laws.
• 2 years college degree minimum required.
• Experience in healthcare, social services, or related fields.
• At minimum PSS or CNA certification is required.
• Understanding of and compliance with agency expectations.
• Ability to demonstrate financial ability and fiscal responsibility.

Job Type: Part-time

Pay: From $23,000.00 per year

Expected hours: 24 per week

Willingness to travel:

• 25% (Preferred)

Work Location: Remote