Bilingual Administrative Assistant

Encircle • Richmond, VA

32d • $0 - $20 • Onsite

About The Position

The Bilingual Administrative Assistant is primarily responsible for the overall workflow of the Transitional Foster Care program in Richmond, VA. Responsibilities include being knowledgeable about the functions of the various services and performing tasks to assure effective day to day operations. The Administrative Assistant frequently interacts with individuals both internal and external to the agency and is called upon to assist said individuals with projects and tasks as assigned. This role requires driving, therefore a "clean driving record" is critical.

Requirements

• High School diploma or equivalent.
• Five years of experience in the area of administrative support required.
• Bilingual Spanish/English required.
• Microsoft Office proficiency.
• Valid Virginia Driver’s License and satisfactory Driving Record.
• Exercise a high level of confidentiality.
• Pass a criminal history screen, including state and local child protection agency registries.
• Knowledge of business office operations and administrative clerical operations.
• Must not have any of the following violations within the last 5 years: Reckless driving, including speeding 20mph or more over the posted speed limit. Driving under the influence/impaired/intoxicated or refusing a blood/breath test. Manslaughter or negligent homicide. Driving after being declared a habitual offender. Driving on a suspended or revoked license Driving a commercial motor vehicle while disqualified, under the influence, with a blood alcohol level of .04 or higher, refusing a blood/breath test, or violating an out-of-service order. Injuring a person while racing - felony. Failure to stop at the scene of a crash where there is injury, death, or property damage of $1000 or more. Emergency vehicle violation - death. Vehicular assault or willful stopping, impeding, or damaging a vehicle. Blocking access to the service facility. Attempting to elude police. Operating an unsafe vehicle. Vulnerable Road User – Death.
• Must not have any of the following violations within the last 3 years: Passing a stopped school bus. Careless driving. Three or more minor moving violations within the last three years.

Nice To Haves

• Experience in a Human Services agency preferred.
• Prior experience working with immigrant and/or refugee populations, preferred.

Responsibilities

• Open, close, and prepare office daily.
• Greet all incoming visitors, provide requested information, and direct visitors in a courteous and professional manner.
• Monitor and route all incoming calls.
• Receive all written and verbal communication and respond and distribute as assigned.
• Prepare, sort, and distribute mail and receive packages.
• Maintain office phone tree for Emergency/Inclement Weather procedures and distribute as necessary.
• Maintain and monitor conference room calendar and assignments of rooms.
• Assist in compiling communication and distribute as appropriate, including mailings to state and local agencies, foster, or other external stakeholders.
• Assist Program managers/case workers in compiling, organizing, and processing paperwork Upload and file documents in client files, including electronic records.
• Update/Maintain spreadsheets for licensure, agency, and funding requirements (i.e.- tracking spreadsheets, client list, etc.). Communicate with appropriate staff of upcoming requirements and assist in the distribution, updating of, and processing of all identified necessary documentation within the appropriate time frame.
• Assists manager in the creation of new forms and processes.
• Organizes and maintains the on-call schedule and communicates schedule to staff.
• Assist with screening applicants/volunteers/contractors, including background checks and references. Collect and gather all appropriate paperwork. Assist with arranging interviews.
• Coordinates and schedules background checks for foster/adoptive parents, family care providers/assistants, new and current employees and assist in the quality control and completion of all necessary paperwork. Compile, review for accuracy, and mail all background paperwork to appropriate state and local offices as well as scan all appropriate paperwork to HR.
• Coordinate orientation of new employee in assigned area, to include coordination with: Manager, IT, HR, Corporate, and Payroll. Assist supervisors and managers to train staff on the background check process.
• Assist in maintaining files, opening and closing of files, and updating as necessary. Coordinate storage and destruction of closed files per agency policy and maintain accurate spreadsheet.
• Purchase, inventory, and stock supplies for the office including office supplies, kitchen supplies, and cleaning supplies.
• Oversee, upkeep, and coordinate necessary maintenance of office equipment. Maintains and monitors office contracts/memberships and other services such as shredding companies, copier/printer contracts, etc.
• Oversee processes related to agency vehicles including distribution of vehicle keys and gas cards and assuring that vehicles receive regular maintenance and upkeep as well as maintain and monitor vehicle calendar.
• Gather, organize, and maintain receipts for monthly credit card expense reports and submits to finance department in a timely manner. Oversees petty cash and incoming and outgoing of payments and deposits. Includes paperwork for check processing, recording of invoices, and requesting checks for vendors.
• Process and track all vendor invoices to be paid and submit to finance department in a timely manner.
• Helps maintain the office setting which may include serving as a liaison with real estate management firm, as assigned.
• All other duties as assigned to include special projects.

Benefits

• Competitive salary starting at $20 per hour
• Health coverage options: medical, dental, vision, disability, life, accident, hospital, critical illness, pet
• Financial benefits: 401(k) with match, retention bonus, early wage access via DailyPay
• Time off & well-being support: generous PTO, paid holidays, employee assistance program & chaplain services, educational assistance, professional development, Calm app access (for you, friends & family)

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED