Bilingual Office Assistant for IDD Provider

Bilingual Office Assistant

GENERAL JOB DESCRIPTION

Provides clerical support to administrator to ensure smooth daily operations of an agency serving individuals with intellectual and developmental disabilities. This role supports compliance, staff coordination, and person-centered services.

DUTIES & RESPONSIBILITES

It is the duty and responsibility of the Office Assistant to

Key Responsibilities

• Answer phones, route calls, and greet visitors professionally
• Maintain client records (intake forms, service plans, demographics)
• Assist with staff onboarding paperwork (background checks, training files)
• Schedule appointments, meetings, and staff coverage
• Support billing, payroll, and Medicaid/waiver documentation
• File, scan, and maintain confidential records (HIPAA-compliant)
• Track incident reports and ensure proper documentation flow
• Order office supplies and manage general office needs
• Communicate with case managers, DSPs, supervisors, and families
• Assist with audits, licensing, and compliance preparation

Required Skills & Qualifications

• Fluent in English & Spanish language
• Strong organizational and multitasking skills
• Attention to detail and confidentiality
• Basic computer skills (Word, Excel, email, scheduling software)
• Professional communication (phone & written)
• Ability to work in a fast-paced, human-services environment
• High school diploma or equivalent (some agencies prefer admin experience)

Preferred Experience

• Experience in IDD, behavioral health, or human services
• Familiarity with Medicaid waiver programs
• Knowledge of HIPAA and client confidentiality
• Experience with EHR or case management systems

Soft Skills That Matter

• Patience and empathy
• Reliability and follow-through
• Problem-solving
• Cultural competence
• Ability to be given tasks daily

PHYSICAL DEMANDS

There will be sitting, walking and standing during the shift 50% to 80% of the time. Bending and carrying of light items such as papers, books, or small parts no more than 10 pounds 50% of the time. Local travel is required no more than 30% of the time.

WORK ENVIRONMENT

Work is normally performed inside of the premises, which is climate controlled. Some work will be performed outside when conducting security rounds and supervising clients.

Job Types: Full-time, Part-time

Pay: $ $15.00 per hour

Experience:

• Microsoft Office: 1 year (Preferred)
• Administrative experience: 1 year (Preferred)

Work Location: In person