Administrative Assistant

Are you looking for an opportunity to advance your career while working with an extraordinary team? At Merakey/Water & Sims, we put our heart and soul into everything we do. We are seeking an Administrative Assistant to join our team.

 

 

Location: Tinton Falls, NJ

Work Hours: 8:30am-4:30pm M-F

 

Earn: $20/hour

 

 

The Administrative Assistant provides essential administrative support to ensure the smooth processing of incoming referrals, ensuring accurate record keeping and upholding confidentiality standards. This position works in conjunction with the Office Operations Specialist as a welcoming first point of contact for consumers and families, community partners (In-person, phone, email). The AA provides direct administrative support to Directors and Office Operations Specialist.

 

Job Functions: 

Referral Processing & Management:

• Receive, track, and process incoming referrals via email, mail, AWARE system, from DVRS, (Pre-ETS Employment First, and Benefits Counseling programs.)
• Verify and track completeness and accuracy of referral documentation (e.g., referral, consents, assessments, IEPs/504 plans for pre-ETS)
• Assist Director in acknowledging receipt of referrals promptly to referral sources.
• Maintain a secure, organized, and up-to-date electronic referral tracking system in teams and process in SETWorks. Ensuring compliance with HIPAA, state/fedural regulations and agency policies.
• Identify and resolve missing information or discrepancies in referrals proactively.
• Communicate with Director and Program Coordinators regarding referral issues.
• Complete billable logs in SETWorks for referral processing.

 

 Communication:

• Process incoming and outgoing mail.
• Post Office runs.
• Answer phones, direct calls, and take messages.
• Welcome visitors to the office.
• Develop flyers and digital graphics in Canva for Program announcements and activities (e.g., new DVRS workshops, Pre-ETS & NJCIE Benefits, Counseling sessions, agency events (job fairs, open houses, training seminars) and Community outreach initiatives.
• Develop and distribute regular Constant Contact updates/newsletters/bulletins designed for specific stakeholder groups.

       

Compliance Support (Assists Operation Support Specialist)

• Staff Certification tracking: Review and maintain staff training and certifications (e.g., Boggs, CDS, CPR)
• Assist in ensuring employee evaluations are up to date (tracking due dates, reminders, filing
• Assist with DDD (Division of Developmental Disabilities) compliance tasks as needed.
• Assist in SETWorks organization as needed (data entry, report generation, Funder input, documentation support).

 

Benefits

Merakey offers generous benefits that promote well-being, financial security, and work-life balance, including:

• Comprehensive medical, dental, and vision coverage, plus access to healthcare advocacy support.
• Retirement plan -- both pre-tax and Roth (after-tax) options available for employee contributions.
• DailyPay -- access your pay when you need it!
• On the Goga well-being platform, featuring self-care tools and resources.
• Access Care.com for backup childcare, elder care, and household services.
• Confidential counseling, legal, and financial services through our Employee Assistance Program (EAP).
• Tuition reimbursement and educational partnerships.
• Employee discounts and savings programs on entertainment, travel, and lifestyle.
• Access to Pryor Online Learning for free online personal development classes.

Learn more about our full benefits package -

 

About Merakey

Merakey is a non-profit provider of developmental, behavioral health, and education services. More than 8,000 employees provide support to nearly 40,000 individuals and families throughout 12 states across the country each year. Merakey strictly follows a zero-tolerance policy for abuse.

 

Merakey is proud to be an Equal Opportunity Employer! We deeply value diversity and do not discriminate on the basis of race, religion, color, national origin, ethnic background, sex, gender, gender identity, sexual orientation, age, marital status, veteran status, genetic information, or disability status. Moreover, we are committed to creating teams that reflect the diversity of the communities we serve and encourage applicants from underrepresented backgrounds to apply. Merakey welcomes all Veterans to apply!