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


  • 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


  • 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