Bilingual Office Assistant

Job Description

Job Description

***This is a 6-month temporary contract with the ability to be extended or turn into a direct hire***

The Organization
Our client is a private, non-profit agency that is contracted with the State of California, Department of Developmental Services, to provide services to individuals with intellectual and developmental disabilities. Our client is one of the largest regional centers in California and has proudly served the San Fernando Valley, Santa Clarita Valley, and Antelope Valley since 1974. They serve individuals across the lifespan from infants and toddlers, school age children, transition-age youth, to adults and aging adults.

Supervision
This position receives general supervision by Supervisors/Managers/Directors.

The Position and Job Summary
Assigned duties may vary and other duties may be assigned.

Reception/Clerical

• Responds to heavy volume of phone calls, transferring calls to appropriate staff, answers general questions. Greets consumers, families, and other visitors. Checks in and verifies appointments and ensures consumers and visitors connect with appropriate staff.
• Schedules appointments with consumers, related parties or internal staff.
• Reserves rooms for meetings and conferences; maintains department calendars for staff.
• Performs a variety of clerical and support tasks, including filing, scanning, copying, preparing written correspondence, and communicating with consumers, families and service providers and other agencies.
• Types, inputs, and maintains documents, consumer information and/or related data into computer databases, software, tracking systems/tools, etc.
• Prepares reports/documents by collecting and collating information. Sets up and maintains paper and/or electronic filing systems.
• Maintains, stocks and inventories supplies as assigned.
• Performs other related duties as required.

Mailroom, Scanning and Filing

• Processes incoming and outgoing USPS, UPS, FedEx, interoffice, faxes, documents, etc.
• Runs outgoing mail through postage machine; package materials for shipping.
• Services and maintains office equipment (paper jams, toner replacement, etc.).
• Copies, files, retrieves and/or scans documents. May research files on the computer.
• Maintains files through purging/archiving documents and ensuring that documents are filed appropriately.
• Makes copies and packets, distributes documents and prepares materials for mailing.
• Coordinate boxes for off-site storage, as applicable.
• Performs other related duties as required and assigned.

Employment Standards
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.

Education & Experience

• High school diploma or general education degree (GED); or equivalent combination of education and experience required.
• Two (2) years related experience required working in an office environment or related experience.

Skills and Abilities
Microsoft Office and related applications. Knowledge of general office functions and customer service skills. Ability to operate a computer and enter data accurately. Ability to speak and write in an organized and effective manner. Ability to write with excellent grammar. Ability to be detail oriented. Ability to multi-task. May require bilingual Spanish dependent upon the position.

• Microsoft Office and related applications.
• Knowledge of general office functions and customer service skills.
• Ability to operate a computer and enter data accurately.

Essential Requirements
Valid California Driver's License and reliable transportation, or acceptable substitute, required. Bilingual English/Spanish is required.