Job Description

Skills:

Administrative Support, Customer Service, Data Entry, Document Management, Office Operations, Filing & Records Management, Communication, Scheduling, Bilingual Communication (English/Spanish), Microsoft Office.

We are seeking a detail-oriented and customer-focused Bilingual Administrative Assistant to support daily office operations and provide front desk assistance. The ideal candidate will be responsible for greeting visitors, managing incoming calls and correspondence, maintaining records, and supporting clerical and administrative functions. This role requires strong organizational skills, attention to detail, and fluency in both English and Spanish.

Key Responsibilities

• Greet and assist visitors and members in a professional and courteous manner.
• Answer and direct incoming phone calls and provide routine information regarding agency services.
• Prepare correspondence, reports, and standardized forms using Microsoft Word and Microsoft Excel .
• Receive, open, date stamp, and distribute incoming mail, packages, and messages.
• Scan and index documents into the OpenText Captiva system.
• Maintain and organize files according to established classification systems.
• Retrieve and distribute records such as correspondence, applications, and verification documents.
• Enter and update information in logs, spreadsheets, and internal systems.
• Operate standard office equipment including copiers, printers, fax machines, postage machines, and telephones.
• Assist with scheduling appointments, meetings, and office communications.
• Maintain daily activity logs and support workflow coordination.
• Track office supply inventory and submit requisitions when needed.
• Compile data for internal reports and administrative records.
• Support team operations and assist with special assignments as required.

Required Qualifications

• Fluent in both English and Spanish (spoken and written).
• Minimum 3 years of office or administrative experience , or equivalent combination of education and experience.
• At least 2 years of experience in an administrative assistant or receptionist role .
• Strong proficiency with Microsoft Word and Microsoft Excel .
• Ability to maintain accurate records and manage filing systems.
• Excellent verbal and written communication skills.
• Strong attention to detail and organizational skills.
• Ability to follow written and verbal instructions and handle confidential information.
• Ability to work effectively in a fast-paced, front-facing office environment.
• Ability to lift up to 35 pounds when necessary.

Preferred Qualifications

• Experience with document management systems such as OpenText Captiva .
• Knowledge of general office procedures, recordkeeping, and correspondence management.
• Experience working in government, public service, or administrative support environments

Job Tags

Contract work, Work at office

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