Bilingual Administrative Coordinator

Job Description

Job Description

We are looking for a bilingual administrative specialist to support county public health operations in Oregon. This Long-term Contract position is well suited for someone who combines strong office coordination skills with a calm, respectful approach when assisting community members and internal partners. The role includes front-desk support, records processing, scheduling, and limited client screening tasks in a public service setting. Success in this position requires accuracy, discretion, and the ability to communicate clearly in both Spanish and English.

Responsibilities:
• Coordinate administrative activities across public health reception, environmental health, and vital records functions to keep daily operations running smoothly.
• Manage account setup, ownership updates, and license-related paperwork while ensuring records are complete and properly tracked.
• Prepare and issue approved licensing documents, including short-term permits, in accordance with established procedures.
• Organize digital and physical files, update database entries, and maintain cloud-based documentation systems with a high level of accuracy.
• Review applications for certified records, confirm eligibility requirements, and process authorized copies of vital documents.
• Welcome clients, assist with check-in, support appointment flow, and help with document collection and benefit-related service requests.
• Provide basic screening assistance, such as collecting height, weight, hemoglobin, and similar information, in a courteous and respectful manner.
• Protect confidential health and public records by following privacy standards and secure handling practices.
• Deliver responsive service to community members, county staff, vendors, and partner organizations while maintaining an effective front-desk presence.
• Help maintain clean, orderly reception and client-facing spaces to support a safe and welcoming environment.• Fluency in both Spanish and English is required for daily communication with clients and staff.
• At least 3 years of experience in administrative support, reception, or another customer-facing office role.
• Strong ability to manage inbound calls, scheduling, calendar coordination, and general administrative tasks in a busy environment.
• Comfortable interacting in person with individuals and families who may be experiencing financial hardship, stress, or other challenging circumstances.
• Ability to assist with basic client measurements and screening-related tasks while maintaining professionalism and sensitivity.
• Proficiency with Microsoft Office applications, including Excel, SharePoint, and Teams.
• Experience working with electronic records systems, cloud-based platforms, or complex databases is preferred.
• Excellent organization, attention to detail, time management, and customer service skills, with the ability to stay composed in a fast-paced public setting.