Administrative Assistant/Case Manager

Bear Paw Recovery • Havre, MT • 3d ago

Position Summary
The Administrative Assistant / Case Manager supports the daily operations by providing both adminis-trative coordination and client-centered case management services. This role serves as a key point of contact for clients, staff, and community partners while ensuring accurate documentation, compliance with confidentiality standards, and continuity of care.
Essential Duties and Responsibilities
Administrative Responsibilities
Serve as the first point of contact for clients, families, and visitors, both in person and by phone, answer and send emails
Schedule client appointments, intakes, assessments, and follow-ups
Maintain organized and accurate client records in electronic health record (EHR) systems
Assist with billing support, insurance verification, and authorization tracking as applicable
Prepare correspondence, reports, and program documentation
Coordinate communication between clinical staff, clients, and external partners
Maintain office supplies and support general office operations
Ensure compliance with HIPAA, 42 CFR Part 2, and agency policies
Case Management Responsibilities
Conduct client intakes and assist with initial documentation and referrals
Support clients in accessing community resources such as housing, employment, medical care, transportation, and social services
Develop and maintain individualized service plans in collaboration with clinical staff
Monitor client progress and follow up on referrals and service needs
Advocate for clients and help remove barriers to treatment engagement
Assist with discharge planning and aftercare coordination
Maintain timely, accurate case notes and documentation
Qualifications
Required
High school diploma or equivalent
Experience in administrative support, case management, or human services
Strong organizational, communication, and documentation skills
Ability to maintain confidentiality and professional boundaries
Proficiency with basic computer applications (email, scheduling, word processing)
Drug free work place
Preferred
Associate's or Bachelor's degree in Human Services, Social Work, Psychology, or related field
Experience in substance use treatment, behavioral health, or healthcare settings
Familiarity with EHR systems and insurance processes
Knowledge of community resources and referral networks
Skills and Competencies
Compassionate, nonjudgmental approach to working with individuals in recovery
Strong time management and multitasking abilities
Attention to detail and accuracy
Ability to work independently and as part of a multidisciplinary team
Cultural competence and trauma-informed care awareness
Word Doc
Excel
Work Environment
Office and clinical outpatient setting
Interaction with individuals in various stages of recovery
May involve handling sensitive or emotionally charged situations
Physical Requirements
Ability to sit, stand, and work at a computer for extended periods
Ability to lift up to 25 pounds occasionally
Compensation and Schedule
$15-$20 hourly rate commensurate with experience
Benefits and schedule determined by employer

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