Administrative Assistant

Merakey • Carlisle, PA

4h • $18 - $19 • Hybrid

About The Position

This position functions as part of a team and is responsible for supporting members of the Office of Vocational Rehabilitation (OVR) and consumers served by the OVR team in all program operations under the direction of the Program Director. The Administrative Assistant will support OVR program administration by reviewing CWDS job entries, uploading invoicing documentation, approving payment-related documents, and processing case closure paperwork in Avatar. They will maintain accurate student and program records by entering and updating information in Avatar, tracking revenue reports, and coordinating Pre-ETS participant listings across sites. The role involves coordinating with program staff and Merakey locations to assign groups to facilitators, verify required documentation, and ensure timely submission/upload of materials to CWDS. Additionally, the Administrative Assistant will schedule and coordinate consumer appointments using electronic calendaring systems to maximize provider productivity, treatment room utilization, and consumer satisfaction. They will support efficient clinic flow by monitoring appointment schedules, notifying providers of arrivals or delays, and escalating consumer concerns according to policy and procedure. Maintaining consumer accounts and records by updating demographic, financial, and insurance information while ensuring accurate filing and retrieval of documentation is also a key responsibility. The role assists with billing and revenue processes, including recording charges, collecting payments, managing third-party claims, and supporting financial documentation. Finally, the Administrative Assistant provides administrative and clerical support including correspondence, filing, mail distribution, office supply inventory, event coordination, travel arrangements/reimbursements, and backup support for administrative functions as needed.

Requirements

• High school diploma/GED required.
• Proficient data entry skills and familiarity with Microsoft 365 applications.
• Strong customer service and collaborative communication skills.
• High attention to detail and organizational skills.
• Experience handling confidential information with discretion and diplomacy.

Responsibilities

• Support OVR program administration by reviewing CWDS job entries, uploading invoicing documentation, approving payment-related documents, and processing case closure paperwork in Avatar.
• Maintain accurate student and program records by entering and updating information in Avatar, tracking revenue reports, and coordinating Pre-ETS participant listings across sites.
• Coordinate with program staff and Merakey locations to assign groups to facilitators, verify required documentation, and ensure timely submission/upload of materials to CWDS.
• Schedule and coordinate consumer appointments using electronic calendaring systems to maximize provider productivity, treatment room utilization, and consumer satisfaction.
• Support efficient clinic flow by monitoring appointment schedules, notifying providers of arrivals or delays, and escalating consumer concerns according to policy and procedure.
• Maintain consumer accounts and records by updating demographic, financial, and insurance information while ensuring accurate filing and retrieval of documentation.
• Assist with billing and revenue processes, including recording charges, collecting payments, managing third-party claims, and supporting financial documentation.
• Provide administrative and clerical support including correspondence, filing, mail distribution, office supply inventory, event coordination, travel arrangements/reimbursements, and backup support for administrative functions as needed.

Benefits

• 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.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED