Office Administrative Assistant/Receptionist (Bilingual-English/Spanish)

Office Administrative Assistant/Receptionist (Bilingual-English/Spanish)

The right candidate will provide full-time administrative support to our office location located in Fairfax, VA.

We are a multicultural mental health agency that has been in operation for over about two decades. We serve a sizable, diverse population in Northern Virginia, and are now looking to staff this position with a full-time Office Administrative Assistant/ Receptionist Bilingual (English/Spanish) candidate.

We are looking for a competent candidate to help with the organization and running of the daily administrative operations of the company. The ideal candidate will be a hard-working professional able to undertake a variety of office support tasks and work diligently under pressure. The candidate will have a positive, energetic attitude, as well as be a seasoned work ethic. The candidate will be able to provide a full range of clerical and front desk support in a timely, responsible fashion. This person will be comfortable working with a high degree of attention to detail and discretion as well as incorporating new and effective ways to achieve better results.

For more information you are welcome to visit us at www.vtccnet.com.

Responsibilities

  • Organize office and assist associates in ways that optimize procedures
  • Sort and distribute communications in a timely manner
  • Create and update records ensuring accuracy and validity of information
  • Schedule and plan meetings and appointments
  • Monitor level of supplies and handle shortages
  • Resolve office-related malfunctions and respond to requests or issues
  • Coordinate with other departments to ensure compliance with established policies
  • Maintain trusting relationships with suppliers, customers, and colleagues
  • Perform receptionist duties
  • Copying and faxing as needed
  • Filing client documentation according to HIPAA requirements and existing admin structure
  • Maintain most current form revisions on computer
  • Communicate with supervisor weekly in progress of task / challenges / accomplishments
  • Maintain front office and keep waiting area organized/clean
  • Meet and greet visitors and host/ guide them to the concerned members of the staff
  • Keep office supply cabinet organized and stocked
  • Maintain staff training files

Referral Responsibilities

• Record all phone intakes in the designated form and file accordingly
• File all clinical documents according to existing administrative system
• Prepare and fax/send information requested from various sources (prioritizing related documentation)
• Review weekly reports on clients’ eligibility and inform staff of pending documentation

Skills

  • Proven experience as a back-office assistant, office assistant, or in another relevant administrative role
  • Knowledge of “back-office” computer systems
  • Working knowledge of office equipment
  • Thorough understanding of office management procedures
  • Excellent organizational and time management skills
  • Analytical abilities and aptitude in problem-solving
  • Excellent written and verbal communication skills
  • Proficiency in MS Office

Characteristics of the Ideal Candidate

• Be a fully functioning self-starter
• Have excellent verbal and written communication skills
• Take initiative and work independently on assigned tasks
• Seek advice and direction for work that requires clarification
• Prioritize between multiple tasks and remain organized so as to stay on deadline
• Be at ease while interacting with diverse populations, and with professionals such as public school representatives, hospital staff, private health providers, and governmental agency staff
• Be fully proficient in Spanish and English, both in verbal and written communication
• Be computer savvy and a quick-learner
• Be proficient in MS Office suite (Word, Excel, PowerPoint, Outlook etc.) and others as needed
• Relish working in a fast-paced environment

Education qualifications

• Minimum of 2 year AA, or equivalent years of administrative experience
• Must be proficient in Microsoft Office suite (Word, Excel, PowerPoint, Outlook etc.)
• Native or Bilingual proficiency in English and Spanish
• Ability to type 45 – 50 words per minute

Must be able to provide:

• Proof of legal residency
• A list of three current or recent work references with contact information

Starting hourly rate is $14.00/hour + depending on experience
Eligible for benefits after completion of probation period (usually after 90 days of employment)

Job Type: Full-time