Office Assistant

Office Assistant

Maine Immigrant & Refugee Services (MEIRS) is seeking a reliable, organized, and bilingual Office Assistant to support daily front desk and administrative operations. The Office Assistant is responsible for opening the office promptly at 8:00 AM each business day and ensuring the reception area is prepared to serve clients, staff, and community partners.

This position plays a key role in maintaining efficient communication, scheduling interpretation services, managing referrals, and supporting overall office operations while providing excellent customer service in a multicultural environment.

The ideal candidate will possess strong communication skills, attention to detail, professionalism, and the ability to multitask in a fast-paced office setting.

Essential duties and responsibilities include:

• Open the office promptly at 8:00 AM each business day.
• Cover the reception area during assigned business hours and maintain a welcoming environment for clients, staff, and community partners.
• Answer agency-wide phone calls and direct messages to appropriate staff members.
• Schedule, coordinate, and manage interpretation services for staff and clients.
• Coordinate, screen, and manage interpreters in accordance with agency policies and procedures.
• Enter and manage referrals in APS and PIMSY systems accurately and timely.
• Submit referrals to Adult Protective Services (APS)/Attrezo when appropriate and directed.
• Update client demographic information, insurance, and other required documentation.
• Scan and upload documents into the MEIRS electronic records system accurately.
• Assist with MEIRS billing responsibilities and support the finance department with accounting procedures as needed.
• Assist with compliance and quality assurance reviews for both electronic and paper files.
• Conduct administrative file reviews for MEIRS programs as needed.
• Maintain current knowledge of agency procedures, regulations, and documentation standards.
• Obtain, organize, and distribute updated policy and procedural information as needed.
• Maintain confidentiality and protect sensitive client information in accordance with agency policies.
• Contact and follow up with service providers, clients, and partner agencies regarding requests and referrals.
• Participate in internal meetings, trainings, and agency communications.
• Submit timesheets, mileage, expense reports, and other required administrative items in a timely manner.
• Support administrative operations and assist other departments as needed.
• Perform additional duties assigned by supervisor consistent with the position and organizational needs.

General expectations include:

• Be committed to the mission of MEIRS.
• Understand and work within MEIRS Personnel, Accounting, Administrative, and Service Area Policies and Procedures.
• Work in a harmonious relationship with all agency staff and the community.
• Accept shared responsibilities and authority with other team members to successfully accomplish the goals of each team of which he or she is a member.
• Perform duties in a conscientious, cooperative manner, completing the required amount of work in a timely fashion with a minimum of errors.
• Be punctual for scheduled work and use time off appropriately.
• Maintain professionalism, including but not limited to dress code and communications with peers and clients.
• Keep all staff, client, and agency information confidential.
• Enter data into MEIRS systems and databases in a timely and accurate fashion, and complete and maintain physical file documentation in a timely and confidential manner.
• Comply fully with all relevant licensing, certification, accreditation, and legal standards as required by the agency, contracts, Medicare, Medicaid (MaineCare), HIPAA, and other applicable federal, state, and local laws and regulations.

Qualifications and experience include:

• High school diploma or equivalent required.
• Associate degree in Business Administration, Management, or related field preferred.
• Minimum of one year of administrative or office support experience preferred.
• Experience working in multicultural or human services settings is highly desirable.

Language requirements include:

• Must speak and write English fluently.
• Fluency in another language is strongly preferred, including: Somali, Maay Maay, Kiswahili, French, Portuguese, Lingala, Arabic, Pashto, or Dari.

Required skills and abilities include:

• Strong organizational and multitasking abilities.
• Excellent verbal and written communication skills.
• Ability to maintain confidentiality and professional boundaries.
• Accurate data entry, filing, and record management skills.
• Ability to prioritize tasks and meet deadlines.
• Familiarity with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Ability to operate standard office equipment, including printers, copiers, scanners, and phones.
• Experience with electronic health records or client management systems preferred.

Professional skills include:

• Active listening and problem-solving skills.
• Strong attention to detail and accuracy.
• Ability to work independently and collaboratively within a team.
• Positive customer service and interpersonal skills.
• Initiative, adaptability, and professionalism in a fast-paced environment.

Benefits include:

• Paid holidays
• Competitive pay
• PTO
• Professional development and training opportunities
• Opportunities for career growth and advancement

Work environment and physical requirements include:

• This position primarily works indoors in a professional office environment. Duties require prolonged sitting, computer use, phone communication, document handling, and frequent interaction with clients, staff, and community partners. The position requires accuracy, meeting strict deadlines, and close collaboration with others in shared workspaces, and may involve exposure to moderate office noise. Occasional off-site meetings may be required, and the employee may be requested to work outside of scheduled hours as defined by agency needs.

Equal Opportunity Employer

MEIRS is an equal opportunity employer and values diversity at our organization. We do not discriminate on the basis of race, religion, color, national origin, sex, gender, gender expression, sexual orientation, age, marital status, veteran status, or disability status. We will ensure that individuals with disabilities are provided reasonable accommodation to participate in the job application or interview process, to perform essential job functions, and to receive other benefits and privileges of employment. Please contact us to request accommodation. MEIRS is committed to building a diverse organization and a climate of inclusivity.