Office Assistant - Bilingual Spanish

Suffolk County Government•Great River, NY

23h•Onsite

About The Position

The Suffolk County Department of Health Services is seeking to fill the position of Office Assistant in the Division of Services for Children with Special Needs. This position requires the ability to speak Spanish and English fluently. The role involves assisting families by receiving referrals, helping them complete required forms, and explaining program procedures. Responsibilities include filing and retrieving paperwork, completing archiving for children who have aged out of the program, greeting families and providers, assisting with paperwork, and maintaining schedules. The position also provides translating or interpreting services for Spanish-speaking individuals, supporting communication requiring specialized knowledge of agency functions, and assisting Spanish-speaking families with completing Early Intervention forms. Data entry into the New York State Early Intervention System (EI HUB), assignment of service coordinators, and processing of transfers are also key duties. Additional tasks include entering referral data into an Excel document, entering data on children with Autism, and managing Child Outcome Study (COS) data entry. The role also involves producing mass copies, creating essential packets, typing reports and legal documents, checking applications for accuracy, answering routine questions, proofreading, sorting, indexing, and filing documents. The position may also serve as a receptionist.

Requirements

Graduation from a standard senior high school or possession of a high school equivalency diploma.
Ability to speak Spanish and English fluently.
Must pass a qualifying Spanish language examination.

Nice To Haves

Familiarity with Diversity & Inclusion trends and best practices.

Responsibilities

Assist families by receiving referrals, helping them complete required forms, and explaining program procedures.
File paperwork and retrieve files as needed.
Complete archiving for children who have aged out of the program, including filling out archiving sheets and preparing files for storage.
Greet families and providers, assist with paperwork, and maintain Special Education Coordinators schedules to notify them of appointment arrivals.
Provide translating or interpreting services for Spanish-speaking individuals, supporting Special Education Coordinators with communication requiring specialized knowledge of agency functions.
Assist Spanish-speaking families with completing Early Intervention forms.
Enter referral data into the New York State Early Intervention System (EI HUB), assign service coordinators to cases, and process transfers to and from other counties.
Enter referral data into an Excel document tracking EI data over the years and entering data on children with Autism.
Enter Child Outcome Study (COS) Entry data into the state system between July 1 and September 30 each year and enter COS Exit data throughout the year as COS children exit the Early Intervention program.
Produce mass copies for the department as needed.
Make essential packets required for initial meetings with families.
Type reports, statements, tabulations, vouchers, letters and various legal documents.
Receive and check applications, vouchers, or other forms for accuracy of content and compliance with procedural and regulatory requirements.
Produce documents requiring routine entry and revision skills.
Answer routine questions regarding departmental procedures in response to personal and telephone inquiries, and produce routine letters or form letters to respond to written inquiries.
Check and proofread typed copy.
Sort, index and file documents, reports, correspondence and other material.
May serve as receptionist.