Administrative Assistant - Case Management

Job DetailsJob Location: Owensboro, KY 42301Position Type: Full TimeEducation Level: High School/GEDSalary Range: $16.00 - $18.00 HourlyTravel Percentage: NoneJob Shift: DayThe Administrative Assistant supports the daily operations of RiverValley Behavioral Health’s Certified Community Behavioral Health Clinic (CCBHC) services in the area of Community Supports by providing high-quality administrative, clerical, and front-office support. This role is critical in ensuring efficient clinic workflow, positive client experience, and accurate documentation in support of integrated mental health, substance use, and primary care services.

The Administrative Assistant serves as a key point of contact for clients and staff of Targeted Case Management, In Home Therapy, Peer Supports, ACT, Therapeutic Community Supports and Care Coordinator. Must demonstrate professionalism, attention to detail, and commitment to confidentiality and trauma-informed care.

Why Choose RiverValley Behavioral Health?

RiverValley Behavioral Health is now a Certified Community Behavioral Health Clinic (CCBHC), expanding access to high-quality, integrated care in the communities we serve. Join a mission-driven organization committed to clinical excellence, professional growth, and meaningful impact.

We offer:

Competitive pay

Comprehensive benefits (health, dental, vision, Telehealth)

Paid time off + 9 holidays

Retirement plan options

Tuition reimbursement + free CEUs

Clinical supervision

Wellness & employee assistance programs

Mileage reimbursement for work related travel

Public Service Loan Forgiveness (PSLF) - eligible employer

Essential Functions

Front Office & Client Support

Greet and assist clients, visitors, and staff in a professional, respectful, and trauma-informed manner

Answer and route incoming calls; respond to inquiries or direct to appropriate staff

Schedule, confirm, and reschedule appointments across behavioral health and medical services to assist the Care Coordinator.

Verify and update demographic, insurance, and consent information in the electronic health record (EHR) and the state system to verify Medicaid Eligibility.

Administrative Support

Perform general office duties including filing, scanning, copying, and data entry

Maintain organized and compliant client records (electronic and paper)

Prepare routine reports, correspondence, and forms as requested and in a timely manner.

Coordinate meetings and meeting rooms, including scheduling, agendas, and documentation of minutes as requested.

Assist with preparation and tracking of CCBHC-required reports, including service utilization, access metrics, and program performance indicators.

Assist with vehicle maintenance scheduling and service

EHR & Documentation

Accurately enter and maintain client data in the EHR system in accordance with RVBH and CCBHC standards

Scan and index clinical and administrative documents in a timely manner

Monitor appointment schedules and track no-shows, cancellations, and follow-ups to complete state reporting for TCM, In Reach Coordinator, Care Coordination, and In Take Therapist.

Care Coordination Support and In Take Therapist Support

Facilitate communication between clinicians, case managers, and external providers

Process referrals and assist with tracking outcomes and follow-up appointments

Support continuity of care by ensuring timely flow of information across services and reports to VP of Community Services or Administrative Coordinator.

Provides clerical and scheduling assistance to the In Take Therapist assigned to the Department of Community Supports.

Compliance & Quality

Adhere to all HIPAA, 42 CFR Part 2, and RVBH confidentiality policies

Support audit readiness and quality assurance activities

Follow all CCBHC documentation and operational standards

Operational Support

Maintain office supplies and coordinate ordering as needed for TCM, TCS, ACT and Care Coordinator.

Ensure front office and common areas are organized and welcoming

Assist with special projects and program initiatives as assigned

Assist with vehicle maintenance scheduling and service

Assist program staff in tracking caseloads, service delivery benchmarks, and outreach efforts to ensure adequate access to care.

Other duties as assigned.

QualificationsEducation and Experience:

High School Diploma or equivalent required

Associate degree in healthcare administration, business, or related field preferred

Minimum 1–3 years of administrative experience, preferably in healthcare or behavioral health

Experience working in a community mental health or CCBHC setting preferred

Skills & Competencies

Proficiency in Microsoft Office and electronic health record (EHR) systems

Strong organizational skills with ability to manage multiple priorities

Excellent interpersonal and customer service skills

Knowledge of medical and behavioral health terminology preferred

Ability to work effectively with diverse populations using a trauma-informed, culturally responsive approach

Strong attention to detail related to data accuracy, compliance, and reporting requirements

Ability to support quality improvement and performance tracking initiatives

Understanding of integrated care workflows and interdisciplinary team support

Work Environment

Fast-paced behavioral health setting

Frequent interaction with individuals experiencing mental health and/or substance use challenges

May require flexibility in scheduling based on program needs