Bilingual Administrative Assistant

@ Heartshare

Overview

The Bilingual Administrative Assistant in the Education Division provides essential support to ensure the smooth operation of our Pre-School and related services. This role manages daily administrative tasks including coordinating meetings, preparing reports, and maintaining records.

Primary Responsibilities and Essential Functions

• Ensure compliance with IEP documents and Medicaid regulations.
• Coordinate prescriptions, team meetings, and school calendar.
• Act as liaison with DOE, SCE, CPSE and districts.
• Manage Turning-3 intakes and execute agency policies.
• Master various software systems including Microsoft Outlook, TEAMS, and Excel.
• Oversee liaison management with bus companies, parents, and school administration.
• Monitor bus routes, update routing data and coordinate bus drills.
• Handle phone calls, direct inquiries, and schedule CPSE/CSE meetings.
• Support visitor sign-in, maintain records and handle data entry.
• Translate correspondence for Spanish-speaking families.
• Manage supplies, petty cash, and maintain staff records.
• Participate in training and workshops for professional growth.
• Adhere to HIPAA and confidentiality guidelines.

Qualifications

Minimum 1-year experience in administration or office support is required. Proficiency in Microsoft Outlook, TEAMS, and Excel is expected; familiarity with Paycom is a plus. Strong verbal and written English and Spanish communication skills, excellent organizational abilities, and a customer service orientation are essential.

Benefits

HeartShare offers a comprehensive benefits package including paid time off, retirement plans, health/dental/vision insurance, employee discounts, tuition assistance, and professional development opportunities. Benefits vary based on full-time/part-time status.

About HeartShare

For over one hundred years, HeartShare has dedicated itself to improving the lives of individuals needing special services and support. The organization empowers children and adults with intellectual and developmental disabilities through a dedicated team of over 2,100 employees.

Key Skills/Competency

administrative, bilingual, scheduling, compliance, coordination, record-keeping, communication, customer service, organization, data entry