Office Assistant - Maine Immigrant & Refugee Services

Position: Office Assistant Part Time AM shift (8:00am - 12:00pm Monday - Friday)

Location: 256 Bartlett Street, Lewiston ME 04240

Category: Non-exempt 

Pay rate: $16 per hour with option to increase

Job status: Part time 
 

Office Assistant Job Duties:

• Must cover reception area during business hours 
• Answering agency wide phones and conveying messages to appropriate staff
• Managing, scheduling and coordinating interpretation with staff and client.
• Submitting initial referrals to APS if needed. 
• Perform compliance and quality assurance reviews (checking files both electronic and paper files)
• Maintain current knowledge base of existing and emerging regulations, standards, or guidance documents. 
• Obtain and distribute updated information regarding policies.  
• Manage confidential information. 
• Participate in internal meetings and communications.
• Coordinate , manage and screen interpreters using agency policy and procedures 
• Coordinate and enter new referrals into APS and the PIMSY system. 
• Update client contacts, insurance and other necessary information. 
• Scan documents into the MEIRS electronic system system accurately
• Contacting and following up with service providers about requests.
• Perform other duties and tasks, consistent with the skills and expertise, as required in non-routine circumstances.

Benefits

•  Paid holidays
• Competitive pay
• Sick/vacation pay
• Great training
• Opportunities to grow 
   

Skills/Qualifications: Excellent communication and interpersonal skills, and the ability to prioritize and handle multitasking. Organizational Astuteness, managing processes, process improvement, reporting skills, change management, coaching, client relationships, administrative writing skills.

Work Abilities: Requires sitting, writing letters and memos, face-to-face discussions with individuals or teams, contact with others (face-to-face, by telephone, or otherwise), use of electronic mail, being exact or highly accurate, meeting strict deadlines, coordinating or leading others in accomplishing work activities. Requires work with external customers or the public, work with others in a group or team, working indoors in environmentally controlled conditions

Work Environment: This position requires working indoors in environmentally controlled conditions, exposure to sounds and noise levels that may be distracting or uncomfortable. Job tasks are performed in close physical proximity to other people. 

Qualifications 

• Experience and Education 
• One or more years of similar field experience. Minimum high school diploma is required.  Associate’s degree in management or related discipline is preferred. 
• Must speak English and language ability in Somali  or  Maay Maay is preferred. 
• Basic Skills: Active listening, critical thinking, learning strategies, solving problems, ability to monitor self, other individuals, or organizations. Reading comprehension, professionally speaking, effectively communicates in writing. Strong confidentially, accuracy, entering date and filling skills.
• Social Skills:  evaluation, initiative coordination, instructing, negotiating, persuasion, service orientation, and social perceptiveness. 
• Must be familiar with Ms Word, Excel, Powerpoint 
• Must also be familiar with office equipment 
   

I have read the above job description and agree to perform the responsibilities as described above. I understand that this job description is intended to describe the general nature and level of work performed. It is not intended to serve as an exhaustive list of all duties, skills and responsibilities required of personnel as classified.

Employee name (print clearly):____________________________________Date:________________
 

Employee Signature: __________________________________________Date:______________

Immediate Supervisor:_________________________________________Date:______________

HR Director: _________________________________________________Date______________

Powered by JazzHR