Office Assistant

Bilingual Office Assistant

Position Options: Part-Time and Full-Time Positions Available

Schedule:

Monday – Friday, 8:00 AM – 5:00 PM

Location: 256 Bartlett Street, Lewiston, ME 04240
Category: Non-Exempt
Pay Rate: Starting at $16.00 per hour, with increases based on experience

Position Summary

Maine Immigrant & Refugee Services (MEIRS) is seeking a reliable, organized, and bilingual Office Assistant to support daily front desk and administrative operations. The Office Assistant is responsible for opening the office promptly at 8:00 AM each business day and ensuring the reception area is prepared to serve clients, staff, and community partners.

This position plays a key role in maintaining efficient communication, scheduling interpretation services, managing referrals, and supporting overall office operations while providing excellent customer service in a multicultural environment.

The ideal candidate will possess strong communication skills, attention to detail, professionalism, and the ability to multitask in a fast-paced office setting.

Essential Duties and Responsibilities

• Open the office promptly at 8:00 AM each business day
• Cover the reception area during assigned business hours and maintain a welcoming environment
• Answer agency-wide phone calls and direct messages to appropriate staff members
• Schedule, coordinate, and manage interpretation services for staff and clients
• Coordinate, screen, and manage interpreters in accordance with agency policies and procedures
• Enter and manage referrals in APS and Pimsy systems accurately and timely
• Update client demographic information, insurance, and other required documentation
• Scan and upload documents into the MEIRS electronic records system accurately
• Assist with compliance and quality assurance reviews for both electronic and paper files
• Maintain current knowledge of agency procedures, regulations, and documentation standards
• Obtain, organize, and distribute updated policy and procedural information as needed
• Maintain confidentiality and protect sensitive client information in accordance with agency policies
• Contact and follow up with service providers, clients, and partner agencies regarding requests and referrals
• Participate in internal meetings, trainings, and agency communications
• Submit referrals to Adult Protective Services (APS) when appropriate and directed
• Support administrative operations and assist other departments as needed
• Perform additional duties consistent with the position and organizational needs

Benefits

• Paid holidays
• Competitive pay
• Sick and vacation time
• Professional development and training opportunities
• Opportunities for career growth and advancement

Qualifications and Experience

Education and Experience

• High school diploma or equivalent required
• Associate degree in Business Administration, Management, or related field preferred
• Minimum of one year of administrative or office support experience preferred
• Experience working in multicultural or human services settings is highly desirable

Language Requirements

• Must speak and write English fluently
• Fluency in another language is strongly preferred, including: Somali, Maay Maay, Kiswahili, French, Portuguese, Lingala, Arabic, Pashto, or Dari

Required Skills and Abilities

Administrative and Technical Skills

• Strong organizational and multitasking abilities
• Excellent verbal and written communication skills
• Ability to maintain confidentiality and professional boundaries
• Accurate data entry, filing, and record management skills
• Ability to prioritize tasks and meet deadlines
• Familiarity with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
• Ability to operate standard office equipment including printers, copiers, scanners, and phones
• Experience with electronic health records or client management systems preferred

Professional Skills

• Active listening and problem-solving skills
• Strong attention to detail and accuracy
• Ability to work independently and collaboratively within a team
• Positive customer service and interpersonal skills
• Initiative, adaptability, and professionalism in a fast-paced environment

Work Environment and Physical Requirements

This position primarily works indoors in a professional office environment. Duties require prolonged sitting, computer use, phone communication, document handling, and frequent interaction with clients, staff, and community partners. The position may involve exposure to moderate office noise and requires close collaboration with others in shared workspaces.

Acknowledgement

I have read and understand the above job description and agree to perform the responsibilities described. I understand that this job description outlines the general nature and level of work performed and is not intended to be an exhaustive list of all duties, responsibilities, or qualifications required.

Employee Name (Print): ____________________________________

Salary : $16