Administrative Assistant (Multilingual)

Lutheran Community Services Northwest•McMinnville, OR

About The Position

Lutheran Community Services NW is a non-profit organization dedicated to serving communities throughout Washington, Oregon, and Idaho with a wide range of services for individuals of all ages and backgrounds. All LCSNW team members will contribute to our mission of partnering with individuals, families and communities for health, justice and hope WHAT WE WILL DO FOR YOU: As an employer of choice, we’re deeply committed to supporting our employees—because when you’re empowered, our mission thrives. We provide resources, tools, and care that allow you to focus on what matters most: delivering Health, Justice, and Hope to the communities we serve. We’re proud to offer a comprehensive benefits package designed to support your well-being, growth, and peace of mind This blended position provides administrative, client-facing, billing, and data management support for the Yamhill District. The role includes front office reception services, program scheduling support, and operational assistance for multiple Interventions contracts. Work is conducted in a multicultural environment, requiring bilingual abilities in English and Spanish, strict confidentiality, strong organization, and the capacity to manage multiple tasks and reporting systems.

Requirements

Must have well-developed communication skills, both written and verbal and in Spanish and English
Must be able to multitask and set priorities
Must be able to use Windows, Word, and Excel and have knowledge of general office functions and office etiquette
Must be able to stay calm and work well under pressure
Ability to work well in a team setting
Must have a minimum of a High School diploma, GED, or equivalent.
Must have at least two years of related reception desk or administrative support experience.
Valid OR State Driver’s License and auto insurance is required.
CPR certified or ability to become certified.

Nice To Haves

Related experience in a non-profit setting is preferred.

Responsibilities

Process, code, and submit invoices
Create monthly contract invoices; maintain accurate billing records
Prepare and submit credit card reports
Work with finance department to resolve discrepancies
Support billing needs across multiple contracts
Maintain and update program databases
Track client, volunteer, and staff data per contract requirements
Pull information from databases and confirm eligibility
Prepare quarterly data reports
Coordinate referral open/close dates with ODHS and partners
Submit weekly referral logs
Audit documentation and prepare approval packets
Maintain compliant, confidential program records
Provide administrative support to the Program Manager
Maintain files, forms, spreadsheets, documentation, and tracking systems
Assist with onboarding for staff/interns
Coordinate supplies and workspace readiness
Process approved fund requests
Communicate with community partners and internal staff
Manage the Interventions phone line
Greet, welcome, and direct clients and visitors; maintain awareness of lobby activity
Answer and route incoming calls; check and return voicemails same day
Maintain lobby cleanliness, organization, and sanitization
Retrieve, sort, and prepare daily mail; route incoming faxes promptly
Open and close the building following security procedures
Provide bilingual (English/Spanish) communication and translation support
Schedule mental health appointments; create client profiles in electronic records system
Verify insurance
Prepare intake packets; support coordination of referrals and communication
Schedule immigration counseling clients
Document calls and voicemails thoroughly
Receive documents; accept and post payments
Receive registrations for Citizenship classes
Maintain strict HIPAA compliance

Benefits

A 37.5 per hour work week to ensure work/life balance
Medical, dental, vision, and prescription benefits to keep you and your loved ones healthy
Employer-paid short- and long-term disability insurance
Life insurance coverage at no cost to you
Up to 2 weeks of vacation in your first year (based on hours worked)
Up to 2 weeks of sick leave (based on hours worked)
12 paid agency recognized holidays
2 floating holidays to use your way
403(b) retirement plan with employer matching (eligibility applies)
Access to our Employee Assistance Program (EAP) for you and your family
Potential eligibility for Student Loan Forgiveness through our 501(c)(3) nonprofit status