Office Assistant - Bilingual Spanish

Suffolk County•Great River, NY

4h•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 paperwork, retrieving files, and completing archiving for children who have aged out of the program. The Office Assistant will greet families and providers, assist with paperwork, and maintain Special Education Coordinators' schedules. This role also provides translating or interpreting services for Spanish-speaking individuals and assists with communication requiring specialized knowledge of agency functions. Additionally, the position involves assisting Spanish-speaking families with completing Early Intervention forms, entering referral data into the New York State Early Intervention System (EI HUB), assigning service coordinators, and processing transfers. Data entry into an Excel document for tracking EI data and children with Autism is also required, as is entering Child Outcome Study (COS) Entry and Exit data into the state system. The role includes producing mass copies, making essential packets for initial meetings, and typing various documents such as reports, statements, vouchers, and legal documents. The Office Assistant will also receive and check applications for accuracy and compliance, answer routine questions regarding departmental procedures, and sort, index, and file documents. Serving as a receptionist may also be part of the duties.

Requirements

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