Bilingual Administrative Assistant

Encircleall; Richmond (VA); On-site; USD 27,552 - 34,440; Full time

Benefits offered by this job

Health coverage options

401(k) with match

Retention bonus

DailyPay — early wage access

PTO & holidays

Job summary

EnCircle is seeking a Bilingual Administrative Assistant in Richmond, VA to manage daily program operations for our Transitional Foster Care initiative. You will greet visitors, route calls, organize documents, and coordinate with state and local agencies and foster families.

The role requires a High School diploma, five years of admin experience, bilingual Spanish/English, and a valid Virginia driver’s license. Monday–Friday, 8:00 AM–4:30 PM, with competitive benefits.

Qualifications

• High School diploma or equivalent.
• Five years of administrative support experience; experience in a Human Services agency preferred.
• Bilingual Spanish/English required.
• Microsoft Office proficiency.
• Valid Virginia Driver’s License and satisfactory driving record.
• High level of confidentiality.
• Pass a criminal history screen, including state and local child protection agency registries.
• Schedule: Monday – Friday, 8:00 AM – 4:30 PM.

Responsibilities

• Open, close, and prepare office daily.
• Greet all incoming visitors, provide requested information, and direct visitors in a courteous and professional manner.
• Monitor and route incoming calls.
• Receive all written and verbal communication and respond/distribute as assigned.
• Prepare, sort, and distribute mail and receive packages.
• Maintain office phone tree for emergency/inclement weather procedures and distribute as necessary.
• Maintain and monitor conference room calendar and room assignments.
• Assist in compiling communication and distributing appropriate mailings to state and local agencies, foster families, and other external stakeholders.
• Assist program managers/case workers in compiling, organizing, and processing paperwork; upload and file documents in client files, including electronic records.
• Update and maintain spreadsheets for licensure, agency, and funding requirements; communicate upcoming requirements and assist in the distribution and processing of required documentation.

Skills

Bilingual Spanish/English

Virginia Driver’s License

Education

High School diploma or equivalent

Tools

Microsoft Office

Job description

Overview

EnCircle’s Transitional Foster Care program is part of our Immigration and Refugee Services division. The program partners with Lutheran Immigration and Refugee Services (LIRS) and serves unaccompanied children (UC) who are in the custody of the Office of Refugee Resettlement and who are now living with foster families. The Bilingual Administrative Assistant is primarily responsible for the overall workflow of the program in Richmond, VA, ensuring effective day‑to‑day operations. The role requires driving and a clean driving record.

Compensation & Benefits

• Competitive salary starting at $20 per hour
• Health coverage options: medical, dental, vision, disability, life, accident, hospital, critical illness, pet
• Financial benefits: 401(k) with match, retention bonus, early wage access via DailyPay
• Time off & well‑being support: generous PTO, paid holidays, employee assistance program & chaplain services, educational assistance, professional development, Calm app access

Minimum Education, Training, Requirements and Prerequisites

• High School diploma or equivalent.
• Five years of experience in administrative support; experience in a Human Services agency preferred.
• Prior experience working with immigrant and/or refugee populations preferred.
• Bilingual Spanish/English required.
• Microsoft Office proficiency.
• Valid Virginia Driver’s License and satisfactory driving record.
• High level of confidentiality.
• Pass a criminal history screen, including state and local child protection agency registries.
• Knowledge of business office operations and administrative clerical operations.
• Schedule: Monday – Friday, 8:00 AM – 4:30 PM.
• Driving Specific – Must not have any of the following violations within the last 5 years:
  • Reckless driving, including speeding 20mph or more over the posted speed limit.
  • Driving under the influence/impaired/intoxicated or refusing a blood/breath test.
  • Manslaughter or negligent homicide.
  • Driving after being declared a habitual offender.
  • Driving on a suspended or revoked license.
  • Driving a commercial motor vehicle while disqualified, under the influence, with a blood alcohol level of .04 or higher, refusing a blood/breath test, or violating an out‑of‑service order.
  • Injuring a person while racing – felony.
  • Failure to stop at the scene of a crash where there is injury, death, or property damage of $1,000 or more.
  • Emergency vehicle violation – death.
  • Vehicular assault or willful stopping, impeding, or damaging a vehicle.
  • Blocking access to the service facility.
  • Attempting to elude police.
  • Operating an unsafe vehicle.
  • Vulnerable Road User – Death.
• Driving Specific – Must not have any of the following violations within the last 3 years:
  • Passing a stopped school bus.
  • Careless driving.
  • Three or more minor moving violations within the last three years.

Specific Duties & Responsibilities

• Open, close, and prepare office daily.
• Greet all incoming visitors, provide requested information, and direct visitors in a courteous and professional manner.
• Monitor and route incoming calls.
• Receive all written and verbal communication and respond/distribute as assigned.
• Prepare, sort, and distribute mail and receive packages.
• Maintain office phone tree for emergency/inclement weather procedures and distribute as necessary.
• Maintain and monitor conference room calendar and room assignments.
• Assist in compiling communication and distributing appropriate mailings to state and local agencies, foster families, and other external stakeholders.
• Assist program managers/case workers in compiling, organizing, and processing paperwork; upload and file documents in client files, including electronic records.
• Update and maintain spreadsheets for licensure, agency, and funding requirements; communicate upcoming requirements and assist in the distribution and processing of required documentation.
• Assist manager in creating new forms and processes.
• Organize and maintain the on‑call schedule and communicate schedule to staff.
• Assist with screening applicants, volunteers, and contractors, including background checks and references.
• Coordinate and schedule background checks for foster/adoptive parents, family care providers, new and current employees; compile, review, and mail background paperwork to appropriate state and local offices and scan to HR.
• Coordinate orientation of new employees; assist supervisors and managers to train staff on background check processes.
• Assist in maintaining files, opening and closing files, and updating as necessary; coordinate storage and destruction of closed files per agency policy and maintain accurate spreadsheet.
• Purchase, inventory, and stock office supplies, kitchen supplies, and cleaning supplies.
• Oversee, upkeep, and coordinate maintenance of office equipment; monitor office contracts, memberships, and services such as shredding companies and copier/printer contracts.
• Oversee processes related to agency vehicles, including distribution of keys and gas cards, ensuring regular maintenance and upkeep; monitor vehicle calendar.
• Gather, organize, and maintain receipts for monthly credit card expense reports and submit to finance department; oversee petty cash and processing of payments and deposits.
• Process and track vendor invoices for timely payment.
• Assist in maintaining the office setting, including liaison with real estate management firm as assigned.
• Perform all other duties as assigned, including special projects.

Equal Opportunity Employment

To give equal employment and advancement opportunities to all people, EnCircle makes employment decisions based on each person’s performance, qualifications, and abilities. EnCircle does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity or expression, pregnancy, national origin, age, disability status, genetic information, protected veteran status, or any other legally protected characteristic.

As part of EnCircle’s EEO commitment, the company will also provide reasonable accommodations consistent with applicable law. The company will reasonably accommodate qualified individuals with a disability so that they can perform the essential functions of the job unless doing so would cause significant difficulty or expense. The company will also accommodate individuals with pregnancy or related medical conditions unless the accommodation would impose undue hardship. Employees with sincerely held religious beliefs, practices, or observances may be reasonably accommodated unless it would impose more than a de minimis cost or burden. No adverse action or retaliation will occur for seeking or using a reasonable accommodation.