Administrative Assistant (Bilingual Spanish)

Job Description

Job Description

Our Ideal Candidate: Do you enjoy staying organized and making sure important details never fall through the cracks? Are you fluent in Spanish and English and passionate about supporting children with developmental needs?

Our Mission : We believe that all children have potential. We are guided by the mission to support children with special needs to Achieve Beyond their current abilities. We are always striving for continuous improvement by setting goals and measuring performance.It is the reason we will succeed together.

Job Summary:

As our Bilingual Spanish Administrative Assistant , you will play a critical role in supporting children and families participating in the Early Intervention Program. This position serves as the backbone of our administrative operations by ensuring child records are accurate, complete, and compliant with state and county requirements. The ideal candidate is highly organized, detail-oriented, bilingual in Spanish, and passionate about helping families navigate services that improve children's lives.

You will work closely with Service Coordinators, providers, and families while maintaining the integrity of both electronic and hard-copy records and supporting the overall success of the program as well as maintaining Front Desk functions.

Essential Duties and Responsibilities:

MUST BE BILINGUAL SPANISH

• Maintain accurate and up-to-date electronic and hard-copy child records for the Early Intervention Program.
• Ensure all child files comply with state, county, and program documentation requirements.
• Utilize databases, electronic systems, and shared platforms to track and update required child documentation.
• Monitor and follow up on start dates, progress reports, and outstanding documentation to ensure timely compliance.
• Process and complete requests for records and outside documentation in a timely and confidential manner.
• Enter and manage data accurately while maintaining high standards of quality and attention to detail.
• Provide front desk coverage including greeting visitors and assisting with incoming phone calls.
• Communicate with families in English and Spanish, providing information, support, and guidance regarding the Early Intervention process.
• Collaborate with Service Coordinators, providers, and internal teams to ensure smooth communication and efficient case management.
• Assist with resolving billing and documentation issues as needed.
• Work proactively to meet departmental goals, compliance standards, and critical deadlines.
• Support general office operations, including inventory management and ordering office supplies.
• Coordinate incoming and outgoing mail distribution.
• Other responsibilities as needed

Education and/or Work Experience Requirements:

• Bilingual Spanish/English a must
• 2+ years of office administration or similar experience
• Proficiency in Microsoft Office (Word, Excel, Outlook)
• Excellent written, verbal, and presentation skills
• Strong attention to detail and follow-up skills
• Ability to multitask and manage competing priorities
• Strong relationship-building skills; ability to communicate effectively across all levels
• Demonstrated adaptability and ability to manage change
• Must be resilient and solution-oriented

Benefits Include:

• Comprehensive medical, dental, and vision coverage, and 401 with employer match
• Short- and long-term disability coverage as well as life, flex spending, and commuter benefits
• Paid time off, sick time, and holiday pay
• Various Employee Discounts on Entertainment and Equipment
• Educational reimbursement and referral bonuses
• Structured initial training
• Monthly administrative events and so much more!

Physical Requirements:

• Occasionally ascends/descends stairs going to, while at, or leaving work location or facilities traveled to for work events.
• Occasionally moving and/or lifting objects at work weighing up to 30 pounds such as files or copy paper.
• Must be able to remain in a stationary position for prolonged periods of time up to 90% of the work day working on a computer/electronic device.
• The ability to observe details at close range (within a few feet of the observer).
• The ability to communicate information and ideas so others will understand. Must be able to exchange accurate information in these situations.

Compensation: Full-time $22 per hour, overtime required as needed.

Hours: Monday to Friday: 9:00am to 6:00 pm. Must be available to come in early and/or stay late as needed. This is not a remote position.

Job Description is Subject to Change.