Administrative Assistant-Temporary

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

 

Earn up to $21/Hour

 

This role is critical in supporting payment submission for outstanding vouchers, maintaining accurate electronic health records (EHR), supporting direct support staff, and facilitating clear communication both internally and externally.

 

The ideal candidate is a highly organized, detail-oriented professional who thrives on managing multiple systems and processes with accuracy and discretion.

1. DVRS Voucher & Billing Management
•Process and close consumer vouchers for payment in accordance with manager guidance, ensuring timely submission to DVRS counselors.
•Maintain an organized tracking system for all vouchers pending payment, uploading documentation to the designated TEAMS channel.
•Proactively monitor aged receivables (60+ days unpaid) and follow up with DVRS counselors to resolve payment delays.

 

2. DDD Plan & Client Record Administration
•Accurately update consumer service plans within the iRecords/EHR system as revisions are received.
•Serve as a liaison between Management, Support Coordinators, and employment counselors to ensure plan needs and changes are received in a timely manner.
•Conduct regular audits of intake paperwork and consumer files to ensure completeness, proper archiving, and data integrity.
•Manage the full lifecycle of client records, including creation, updates, flagging, and status transfers within the EHR.

 

3. Staff & Program Compliance Support
•Generate and distribute weekly reports to management on staff performance metrics, including billable hours, documentation completion, calendar maintenance, and goal attainment.
•Assist in tracking and documenting staff training hours to ensure adherence to DDD and DVRS regulatory requirements.
•Monitor key dates for consumers (e.g., birthdays, annual reviews) to anticipate and prepare for necessary plan updates.

4. Communications & Outreach Coordination
•Manage the Constant Contact platform, maintaining accurate email lists for all W&S programs.
•Develop and execute monthly outreach campaigns and quarterly program updates for external partners (e.g., DVRS offices).

•Create and disseminate internal correspondence to keep staff informed of policy changes, counselor lists, and program updates.

 

5. General Administrative Duties
•Provide professional front-desk coverage, greeting visitors and answering/routing phone calls.
•Perform general administrative tasks including data entry, filing, and responding to internal inquiries with accuracy and courtesy.
•Maintain strict confidentiality of all client and company information.
•Provide backup support to other administrative team members as needed.
•Adhere to all Merakey and Waters & Sims policies and procedures.

 

Additional knowledge, skills and abilities: 
•Adept with the alphabet and numerals.
•Good organization and communication skills.
•Typing skills preferred.
•High proficiency with Microsoft Office Suite, TEAMS, and experience with EHR/Record-keeping systems.

 

Competencies: 

•Detail oriented
•Work well with others
•Pleasant and professional attitude
•Customer focus
•Professional communication skills

 

 

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.