Administrative Assistant (Bilingual Spanish)

Achieve Beyond Pediatric Therapy & Autism Services•White Plains, NY

1d•Onsite

About The Position

The Bilingual Spanish Administrative Assistant supports children and families participating in the Early Intervention Program and helps maintain administrative operations and front desk functions. The role is responsible for accurate, complete, and compliant electronic and hard-copy child records, in accordance with state, county, and program requirements. The assistant works with Service Coordinators, providers, families, and internal teams, communicates with families in English and Spanish, and helps ensure efficient case management and timely completion of documentation. The position also supports general office operations, including mail distribution, inventory, and ordering supplies. This is a full-time, onsite position scheduled Monday through Friday, 9:00 a.m. to 6:00 p.m. Compensation is $22 per hour. Overtime is required as needed, and the employee must be available to start early or stay late when needed. The job description is subject to change.

Requirements

Bilingual Spanish and English; required.
At least 2 years of office administration or similar experience.
Proficiency in Microsoft Office, including Word, Excel, and Outlook.
Excellent written, verbal, and presentation skills.
Strong attention to detail and follow-up skills.
Ability to multitask and manage competing priorities.
Strong relationship-building skills and ability to communicate effectively across all levels.
Adaptability and ability to manage change.
Resilient and solution-oriented.
Ability to occasionally ascend and descend stairs at the work location or facilities visited for work events.
Ability to occasionally move or lift objects weighing up to 30 pounds, such as files or copy paper.
Ability to remain stationary for prolonged periods, up to 90% of the workday, while working on a computer or electronic device.
Ability to observe details at close range, within a few feet.
Ability to communicate information and ideas clearly and exchange accurate information.

Responsibilities

Maintain accurate and up-to-date electronic and hard-copy child records for the Early Intervention Program.
Ensure child files comply with state, county, and program documentation requirements.
Use databases, electronic systems, and shared platforms to track and update required child documentation.
Monitor and follow up on start dates, progress reports, and outstanding documentation to ensure timely compliance.
Process requests for records and outside documentation in a timely and confidential manner.
Enter and manage data accurately while maintaining quality and attention to detail.
Provide front desk coverage, greet visitors, and assist with incoming phone calls.
Communicate with families in English and Spanish, providing information, support, and guidance about the Early Intervention process.
Collaborate with Service Coordinators, providers, and internal teams to support communication and efficient case management.
Assist with billing and documentation issues as needed.
Work proactively to meet departmental goals, compliance standards, and deadlines.
Support general office operations, including inventory management and ordering office supplies.
Coordinate incoming and outgoing mail distribution.
Complete other responsibilities as needed.