Case Management Administrative Assistant
About The Position
Pine Tree Society is seeking a highly organized and detail-oriented Administrative Assistant to support a team of 10-15 case managers serving individuals with intellectual disabilities and related conditions (MaineCare Sections 13, 21, and 29). This role plays a critical part in ensuring documentation, scheduling, and data tracking meet MaineCare Benefits Manual and 1915(c) Home and Community-Based Services (HCBS) waiver requirements. The Case Management Administrative Assistant will have the opportunity to build expertise in MaineCare and HCBS waiver systems while working within a collaborative, mission-driven team environment. This is a non-clinical, non-billable position focused on compliance and operational support.
Requirements
- High school diploma required
- Strong organizational skills and attention to detail
- Proficiency with EHR systems and Microsoft Office or Google Workspace
- Ability to manage multiple deadlines in a compliance-driven environment
- Commitment to exemplifying the Pine Tree Society Values of Positivity, Creativity, Collaboration, and Community.
- Deep commitment to the Pine Tree Society mission and belief in the importance of a mission-centric approach for Core Mission Support Team. Actively removes barriers for the people closest to the mission.
Nice To Haves
- Associate’s or Bachelor’s degree preferred
- Experience in healthcare, behavioral health, or developmental services preferred
Responsibilities
- Coordinate schedules, meetings, and appointments with clients, families, and providers
- Manage incoming calls, emails, and referrals; route to appropriate staff
- Prepare reports, correspondence, and standardized documentation
- Maintain organized, audit-ready filing systems
- Track due dates for service plans, 90-day reviews, and annual assessments
- Ensure required documentation is complete, accurate, and properly signed
- Maintain records in alignment with OADS and MaineCare standards
- Support internal audits and external reviews
- Assist with tracking requirements for 1915(c) HCBS waiver programs
- Support organization of documentation related to Appendix C requirements
- Monitor eligibility and reauthorization timelines
- Track and organize service documentation for developmental and behavioral health services for children
- Coordinate billing authorization for children’s case management team
- Track compliance metrics, caseload assignments, and service timelines
- Review documentation for completeness prior to billing submission
- Flag missing or non-compliant documentation
- Prepare materials for meetings, supervision, and trainings
- Assist supervisors with reporting, scheduling, and coverage coordination
Benefits
- Comprehensive health, and vision insurance options for you and your family
- Employer paid dental insurance
- Paid life insurance and short-term disability
- A generous paid time off (PTO) accrual policy that includes 15 days/year to start
- 12 paid holidays (including 2 floating holidays of your choice)
- Retirement plan with employer match and annual discretionary contributions
- Paid training, certifications, and career development opportunities
- Tuition advancement program of up to $5,250 a year for degree programs at an accredited college or university
- An extensive Employee Assistance Program (includes free counseling, mental health support, wellness resources, financial education support, and more!)
- Access to discounted rates on voluntary insurances (includes accident, illness, cancer, additional life, and disability insurances)
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What This Job Offers
Job Type
Full-time
Career Level
Mid Level
Education Level
High school or GED
