Office Assistant

Bilingual Office AssistantPosition Options: Part-Time and Full-Time Positions AvailableSchedule: Monday – Friday, 8:00 AM – 5:00 PMLocation: 256 Bartlett Street, Lewiston, ME 04240 Category: Non-Exempt Pay Rate: Starting at $16.00 per hour, with increases based on experiencePosition SummaryMaine Immigrant & Refugee Services (MEIRS) is seeking a reliable, organized, and bilingual Office Assistant to support daily front desk and administrative operations. The Office Assistant is responsible for opening the office promptly at 8:00 AM each business day and ensuring the reception area is prepared to serve clients, staff, and community partners.This position plays a key role in maintaining efficient communication, scheduling interpretation services, managing referrals, and supporting overall office operations while providing excellent customer service in a multicultural environment.The ideal candidate will possess strong communication skills, attention to detail, professionalism, and the ability to multitask in a fast-paced office setting.Essential Duties and ResponsibilitiesOpen the office promptly at 8:00 AM each business dayCover the reception area during assigned business hours and maintain a welcoming environmentAnswer agency-wide phone calls and direct messages to appropriate staff membersSchedule, coordinate, and manage interpretation services for staff and clientsCoordinate, screen, and manage interpreters in accordance with agency policies and proceduresEnter and manage referrals in APS and Pimsy systems accurately and timelyUpdate client demographic information, insurance, and other required documentationScan and upload documents into the MEIRS electronic records system accuratelyAssist with compliance and quality assurance reviews for both electronic and paper filesMaintain current knowledge of agency procedures, regulations, and documentation standardsObtain, organize, and distribute updated policy and procedural information as neededMaintain confidentiality and protect sensitive client information in accordance with agency policiesContact and follow up with service providers, clients, and partner agencies regarding requests and referralsParticipate in internal meetings, trainings, and agency communicationsSubmit referrals to Adult Protective Services (APS) when appropriate and directedSupport administrative operations and assist other departments as neededPerform additional duties consistent with the position and organizational needsBenefitsPaid holidaysCompetitive paySick and vacation timeProfessional development and training opportunitiesOpportunities for career growth and advancementQualifications and ExperienceEducation and ExperienceHigh school diploma or equivalent requiredAssociate degree in Business Administration, Management, or related field preferredMinimum of one year of administrative or office support experience preferredExperience working in multicultural or human services settings is highly desirableLanguage RequirementsMust speak and write English fluentlyFluency in another language is strongly preferred, including: Somali, Maay Maay, Kiswahili, French, Portuguese, Lingala, Arabic, Pashto, or DariRequired Skills and AbilitiesAdministrative and Technical SkillsStrong organizational and multitasking abilitiesExcellent verbal and written communication skillsAbility to maintain confidentiality and professional boundariesAccurate data entry, filing, and record management skillsAbility to prioritize tasks and meet deadlinesFamiliarity with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)Ability to operate standard office equipment including printers, copiers, scanners, and phonesExperience with electronic health records or client management systems preferredProfessional SkillsActive listening and problem-solving skillsStrong attention to detail and accuracyAbility to work independently and collaboratively within a teamPositive customer service and interpersonal skillsInitiative, adaptability, and professionalism in a fast-paced environmentWork Environment and Physical RequirementsThis position primarily works indoors in a professional office environment. Duties require prolonged sitting, computer use, phone communication, document handling, and frequent interaction with clients, staff, and community partners. The position may involve exposure to moderate office noise and requires close collaboration with others in shared workspaces.AcknowledgementI have read and understand the above job description and agree to perform the responsibilities described. I understand that this job description outlines the general nature and level of work performed and is not intended to be an exhaustive list of all duties, responsibilities, or qualifications required.Employee Name (Print): ____________________________________