Administrative Assistant

Are you looking for an opportunity to advance your career while working with an extraordinary team?  At Merakey, we put our heart and soul into everything we do. We are seeking a Resident Account Assistant to join our team at our program in Tinton Falls, NJ.

We are seeking an Administrative Assistant to join our team at our program in Tinton Falls, NJ.

Pay rate: $18.75 - $20.55/hour

Shift: Monday - Friday 8:30am - 4:30pm

Location: 106 Apple Street Tinton Falls NJ 07724

Position Details:

The Admin Assistant provides administrative and clerical support to the Representative Payee Department, serving as a primary point of contact for incoming calls, general inquiries, and new referrals. This position coordinates intake and referral activities, maintains beneficiary records, tracks applications, and supports routine financial and administrative processes. The Administrative Assistant works closely with department staff to ensure timely communication, accurate documentation, and efficient daily operations while developing knowledge of representative payee services and resident account procedures. The Admin Assistant will: 

• Answer incoming telephone calls, respond to general inquiries, take messages, and direct calls to appropriate department staff as needed.
• Serve as an initial point of contact for individuals, families, providers, and agencies seeking information about representative payee services.
• Receive, document, and coordinate new referrals and intake requests.
• Gather required information and supporting documentation to facilitate the intake and application process.
• Maintain accurate referral tracking records, including application status, outstanding documentation, and follow-up activities.
• Assist with preparing intake forms, representative payee application materials, and new beneficiary files.
• Communicate with referral sources and other appropriate parties regarding application status and outstanding information.
• Respond to routine inquiries from existing beneficiaries, families, and providers, directing complex questions or concerns to appropriate department staff.
• Coordinate intake activities with department staff to support timely processing and onboarding of new beneficiaries.
• Maintain accurate and organized beneficiary records, including electronic and paper files, data entry, scanning, copying, and filing.
• Sort, distribute, and process incoming and outgoing mail and correspondence.
• Enter and update beneficiary demographic, contact, and other routine information in department systems.
• Prepare routine correspondence, forms, and other administrative documents.
• Maintain spreadsheets, tracking logs, and administrative records used to support department operations.
• Provide general administrative support to the Director of Representative Payee, Residents' Accounts Supervisor, and department staff.
• Handle confidential beneficiary and financial information with discretion and professionalism.
• Assist with routine data entry and maintenance of beneficiary financial records.
• Organize receipts, invoices, and supporting financial documentation.
• Assist with preparing routine paperwork for deposits, withdrawals, and payment requests under department guidance.
• Review documentation for completeness and identify missing information or discrepancies requiring follow-up.
• Assist with maintaining account-related logs and tracking records.
• Assist with gathering and organizing documentation needed for Social Security, Medicaid, SNAP, and other government benefit applications and renewals.
• Support the preparation of routine forms, beneficiary updates, and representative payee application materials.
• Track application submissions, outstanding requests, and required follow-up documentation.
• Assist with organizing records and supporting documentation for reports submitted to the Social Security Administration and other agencies.
• Develop familiarity with applicable government benefit requirements, representative payee procedures, and departmental policies.
• Participate in training to develop knowledge of representative payee services, financial systems, and resident account procedures.
• Perform other related duties as assigned.

Additional Details:

• Works closely with the Director of Representative Payee, Residents' Accounts Supervisor, Resident Account Specialists, and other department staff. Communicates regularly with beneficiaries, families, service providers, referring agencies, and internal program staff to support intake, referrals, and routine administrative activities.

• Work is primarily performed in a professional office environment and requires regular use of computers, office equipment, and electronic recordkeeping systems. Work schedules are based on departmental needs.

• The physical demands described are representative of those required to perform the essential functions of this position. Duties generally involve prolonged periods of sitting, computer use, and routine office activities, including occasional standing, walking, bending, and handling of files and office materials. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform essential job functions.

Benefits

Merakey offers benefits tailored to support your unique work arrangements.

• DailyPay -- access your pay when you need it!
• Retirement plan -- both pre-tax and Roth (after-tax) options available for employee contributions.
• Voluntary limited benefits offered through the American Worker. Offerings include limited* medical, dental, vision, disability and life insurance. (*not a substitute for major medical insurance)
• Confidential counseling, legal, and financial services through our Employee Assistance Program (EAP).\
• Enjoy our On the Goga well-being platform, featuring self-care tools and resources.
• Employee discounts and savings programs on entertainment, travel, and lifestyle.
• Access to Pryor Online Learning for free online personal development classes.

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. Click here to watch a video about Merakey.

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!

The ideal candidate will possess the following qualifications:

• High school diploma or GED required; additional education or training preferred.
• Previous administrative, clerical, customer service, or general office experience preferred but not required.
• Basic proficiency in Microsoft Office applications, including Word, Excel, and Outlook.
• Strong organizational skills with attention to detail and accuracy.
• Effective written and verbal communication skills, including professional telephone etiquette.
• Ability to manage multiple requests, maintain accurate records, and follow up on outstanding items.
• Ability to handle confidential personal and financial information appropriately.
• Ability to follow established procedures, work collaboratively, and seek guidance when needed.
• Strong customer service skills and the ability to communicate professionally with individuals, families, and external agencies.
• Willingness to learn new systems, government benefit processes, and representative payee procedures.