Bilingual Administrative Assistant

Hope Haven Psychological Resource; Indianapolis (IN); On-site; USD 34,000 - 45,000; Full time

Benefits offered by this job

Flexible schedule

Advancement opportunities

Training & development

Competitive compensation

Paid time off

Career growth opportunities

Job summary

Hope Haven Psychological Resource in Indianapolis is seeking a motivated Bilingual Administrative Assistant to support our office team, answer calls, schedule appointments, and draft correspondence with a friendly demeanor.

The role serves as the first contact for potential clients, guiding them through registration, referrals, and data entry. Fluency in English and Spanish or French Creole is required, with a preference for healthcare office experience.

Qualifications

• US work authorization required.
• Fluent in English and Spanish or French Creole.
• Bachelor's degree or 4 years of relevant training or an Associate’s degree in office administration.
• Proficient in Microsoft Office: Excel, Word, Outlook, PowerPoint.
• High school diploma or GED.
• Previous Administrative Assistant experience.
• Familiar with standard office equipment (printers, fax).
• Excellent computer skills and ability to prioritize.
• Healthcare office setting experience preferred.

Responsibilities

• Answer phones with care and professionalism.
• Register potential psychotherapy clients and direct to registration.
• Schedule appointments and maintain calendars.
• Organize meetings and take minutes.
• Write emails, memos, and letters; distribute as needed.
• Maintain filing system and office procedures.
• Ensure accurate and timely registration processing.
• Follow up on referrals and maintain databases.
• Data entry and spreadsheet maintenance.
• Work independently and as part of a team.
• Handle clerical duties and office tasks as assigned.

Skills

Bilingual English/Spanish

Strong communication

Highly organized

Team player & independent worker

Excellent time management

Education

Bachelor's degree or 4 years of relevant training

Associate’s degree in office administration

High school diploma/GED

Tools

Microsoft Office

Job description

Benefits:

Flexible schedule

Opportunity for advancement

Training & development

Benefits/Perks

Competitive Compensation

Paid Time Off

Career Growth Opportunities

Job Summary

We are seeking a motivated and outgoing Bilingual Administrative Assistant to join our team. In this role, you will provide support to our office employees, ensuring they have all the information and resources they need to perform their best. Your responsibilities will include answering phone calls, scheduling appointments, planning meetings, and writing correspondence. The ideal candidate is highly organized with excellent written and verbal communication skills and a friendly demeanor.

The Bilingual Administrative Assistant I will be the first point of contact for potential clients in need of services. This specialist will support potential clients navigation through the registration process, serving a critical role in helping human beings access quality mental health care and other community resources.

This position requires a professional who is driven, intelligent, friendly, and able to multi-task. This individual must be energetic and passionate about linking people to support services. We are seeking a dedicated professional, willing to commit to teamwork, eager to assist others, with a passion for quality client care and an Above-and-Beyond Work Ethic.

Responsibilities

• Answering phones with a caring, compassionate, and excellent phone etiquette.
• Receive potential clients for psychotherapy and testing registration.
• Schedule appointments and maintain a calendar
• Organize meetings and take accurate minutes
• Write emails, memos, and letters and distribute them appropriately
• Maintain an organized filing system
• Develop, update, and maintain relevant office procedures
• Ensure accurate and timely completion of the registration process.
• Follow up with referrals and maintain referral and clients’ database.
• Develop, Review and Maintain Spreadsheet and Data entry.
• Data Collection.
• Able to function professionally, within a team.
• 3rd Party Insurance Payer and clients Correspondence.
• Basic Clerical Duties, File Maintenance, and Organizational Tasks.
• Carry out other client service and clerical/administrative duties as assigned
• Working independently.
• Possessing strong interpersonal skills.
• Maintain a tidy work area and general common area of the office.

Qualifications

• US work authorization (Required)
• Must proficiently speak English and Spanish or French Creole (Required)
• Bachelors Degree, 4 years of Relevant Training or An Associate’s degree in office administration
• Proficient in Microsoft Office: Excel, Word …skills (Required)
• High school diploma/GED required,
• Previous experience as an Administrative Assistant or in a similar position
• Familiarity with standard office equipment such as printers and fax machines
• Excellent computer skills and knowledge of Microsoft Word, Outlook, and PowerPoint
• Highly organized with excellent time management skills and the ability to prioritize projects
• Experience working in a Healthcare Office Setting (Preferred)
• Case Management Experience is a plus
• Medical Assistant Experience/Education is a plus

FULL AND PART TIME OPTIONS AVAILABLE