Administrative Assistant (Bilingual Spanish)

Achieve Beyond; City of White Plains (NY); On-site; USD 25,000 - 36,000; Full time

Benefits offered by this job

Comprehensive benefits package

401k with employer match

Paid time off and holidays

Annual training opportunities

Job summary

Achieve Beyond in White Plains, NY seeks a Bilingual Spanish Administrative Assistant to support families in the Early Intervention Program. You will manage electronic and paper records, ensuring accuracy and compliance with state and county requirements while assisting with front desk activities.

The role emphasizes organization, bilingual communication, and collaboration with coordinators to ensure smooth operations and timely documentation.

Qualifications

• Bilingual Spanish required for effective communication with families.
• Proficient with Microsoft Office Suite (Word, Excel, Outlook).
• Strong organization and multitasking abilities are essential.

Responsibilities

• Maintain accurate electronic and hard-copy child records for the Early Intervention Program.
• Ensure all files meet state, county, and program documentation requirements.
• Coordinate with Service Coordinators, providers, and families to support case management.

Skills

Bilingual Spanish

Microsoft Office

Organizational skills

Attention to detail

Communication

Education

2+ years office administration

Tools

Microsoft Office

Job description

Our Mission

We believe that all children have potential. We are guided by the mission to support children with special needs to Achieve Beyond their current abilities. We are always striving for continuous improvement by setting goals and measuring performance.It is the reason we will succeed together.

Our Ideal Candidate

Do you enjoy staying organized and making sure important details never fall through the cracks? Are you fluent in Spanish and English and passionate about supporting children with developmental needs?

Job Summary

As our Bilingual Spanish Administrative Assistant, you will play a critical role in supporting children and families participating in the Early Intervention Program. This position serves as the backbone of our administrative operations by ensuring child records are accurate, complete, and compliant with state and county requirements. The ideal candidate is highly organized, detail-oriented, bilingual in Spanish, and passionate about helping families navigate services that improve children’s lives.

You will work closely with Service Coordinators, providers, and families while maintaining the integrity of both electronic and hard-copy records and supporting the overall success of the program as well as maintaining Front Desk functions.

Essential Duties And Responsibilities

• Maintain accurate and up-to-date electronic and hard-copy child records for the Early Intervention Program.
• Ensure all child files comply with state, county, and program documentation requirements.
• Utilize databases, electronic systems, and shared platforms to track and update required child documentation.
• Monitor and follow up on start dates, progress reports, and outstanding documentation to ensure timely compliance.
• Process and complete requests for records and outside documentation in a timely and confidential manner.
• Enter and manage data accurately while maintaining high standards of quality and attention to detail.
• Communicate with families in English and Spanish, providing information, support, and guidance regarding the Early Intervention process.
• Collaborate with Service Coordinators, providers, and internal teams to ensure smooth communication and efficient case management.
• Assist with resolving billing and documentation issues as needed.
• Work proactively to meet departmental goals, compliance standards, and critical deadlines.
• Support general office operations, including inventory management and ordering office supplies.
• Coordinate incoming and outgoing mail distribution.
• Provide front desk coverage as needed, including greeting visitors and assisting with incoming phone calls.
• Perform other duties as assigned.

Education And/or Work Experience Requirements

• 2+ years of office administration or similar experience
• Proficiency in Microsoft Office (Word, Excel, Outlook)
• Excellent written, verbal, and presentation skills
• Strong attention to detail and follow-up skills
• Ability to multitask and manage competing priorities
• Strong relationship-building skills; ability to communicate effectively across all levels
• Demonstrated adaptability and ability to manage change
• Must be resilient and solution-oriented
• Bilingual Spanish a must!

Physical Requirements

• Occasionally ascends/descends stairs going to, while at, or leaving work location or facilities traveled to for work events.
• Occasionally moving and/or lifting objects at work weighing up to 30 pounds such as files or copy paper.
• Must be able to remain in a stationary position for prolonged periods of time up to 90% of the work day working on a computer/electronic device.
• The ability to observe details at close range (within a few feet of the observer).
• The ability to communicate information and ideas so others will understand. Must be able to exchange accurate information in these situations.

Benefits Include

• Comprehensive medical, dental, and vision coverage, and 401 with employer match
• Short- and long-term disability coverage as well as life, flex spending, and commuter benefits
• Paid time off, sick time, and holiday pay
• Various Employee Discounts on Entertainment and Equipment
• Educational reimbursement and referral bonuses
• Structured initial training
• Monthly administrative events and so much more!

Compensation

Full-time $22 per hour, overtime required as needed. Exemption status will be based on final hourly rate offered.

Hours

Monday to Friday: 9:00am to 6:00 pm. Must be available to come in early and/or stay late as needed. This is not a remote position.

Physical Requirements Of The Role

• Occasionally moving and/or lifting objects at work weighing up to 20 pounds such as files or copy paper.
• Must be able to remain in a stationary position for prolonged periods of time up to 90% of the work day working on a computer/electronic device.
• The ability to observe details at close range (within a few feet of the observer).
• The ability to communicate information and ideas so others will understand. Must be able to exchange accurate information in these situations.

Job Description Is Subject To Change

This job description is subject to change at any time.

Equal Employment Opportunity

Achieve Beyond provides equal employment opportunities to all employees and applicants and prohibits discrimination and harassment of any type regarding race, color, religion, age, sex, national origin, disability status, genetics, caregiver status, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. If you are an individual with a disability requesting accommodation for the application process, please contact us for assistance.