Administrative Assistant (Multilingual)

Lutheran Community Services Northwest • McMinnville, OR

1d

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 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 HOW YOU WILL MAKE AN IMPACT: 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. I Interventions for Safe Families Program Support (25 hours/week) Billing & Fiscal Support 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 Data Management & Reporting 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 Contract & Compliance Support Coordinate referral open/close dates with ODHS and partners Submit weekly referral logs Audit documentation and prepare approval packets Maintain compliant, confidential program records Administrative & Operational Support 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 Administrative Services back-up (12.5 hours/week) Front Desk & Client Support 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 Mental Health Program Support Schedule mental health appointments; create client profiles in electronic records system Verify insurance Prepare intake packets; support coordination of referrals and communication Safe Route Immigration Program Support Schedule immigration counseling clients Document calls and voicemails thoroughly Receive documents; accept and post payments Receive registrations for Citizenship classes Confidentiality & Professional Standards Maintain strict HIPAA compliance

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

What This Job Offers

• Job Type: Part-time
• Career Level: Entry Level
• Education Level: High school or GED