Case Management Administrative Assistant

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.

Some key responsibilities you can anticipate include:

Administrative Support

• 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 

Documentation & Compliance

• 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 

Waiver & Program Support (Sections 21 & 29)

• Assist with tracking requirements for 1915(c) HCBS waiver programs 
• Support organization of documentation related to Appendix C requirements 
• Monitor eligibility and reauthorization timelines 

Section 13 Support

• 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 

Team Support

• Prepare materials for meetings, supervision, and trainings 
• Assist supervisors with reporting, scheduling, and coverage coordination  

Required Education and Experience:

• High school diploma required; Associate’s or Bachelor’s degree preferred 
• Experience in healthcare, behavioral health, or developmental services preferred 
• 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.

Job Type: Full-time

Schedule: Monday to Friday

Work Location: Hybrid remote in Scarborough, ME 04074

Employee Benefits

In addition to being a part of a supportive and impact focused team, our team members also enjoy a competitive benefit package that includes the following offerings:

• Comprehensive health, and vision insurance options for you and your family, as well as 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)

About Pine Tree Society

Since 1936, Pine Tree Society has been proudly supporting Mainers with disabilities breakdown barriers and lead active, socially connected lives. Our services include Pine Tree Camp, two Community Support Programs, Case Management Services, Sign Language Interpreting, Audiology, Speech/Language Services, and our Early Learning Center.