ILB Scheduler

The-Immigrant-and-Refugee-Community-Organization; Portland (OR); Hybrid; USD 74,390,000 - 93,677,000; Part time

Benefits offered by this job

PTO 3–6 weeks/yr

401k match

Medical & Dental insurance

Paid holidays

Job summary

The Immigrant and Refugee Community Organization (IRCO) in Portland, OR, is hiring an ILB Scheduler for the International Language Bank. The role manages appointment creation, filling, and cancellations across multiple systems, gathering insurance, eligibility, language, and scheduling details, while coordinating with requesters, account specialists, and interpreters.

This on-call, hourly position requires strong English communication, data accuracy, and the ability to handle complex scheduling

Qualifications

• Experience in payroll processing and execution of payroll in a timely manner.
• Strong oral and written English communication skills required.
• Proficient in MIP, Microsoft Office, Microsoft Excel, and a variety of software packages.
• Experience using standard office equipment and a 10-key calculator.
• Successful experience in accounting, with integrated computerized accounting systems.
• Experience and knowledge of State and Federal regulations and related laws.

Responsibilities

• Develop and maintain positive relationships with clients through regular contact via telephone, email correspondence, and in-person service calls.
• Consistently deliver a high level of customer service for ongoing on-site and remote interpretation requests.
• Assess the database system and find strategies to meet all customer requirements; revisit the workflow as needed; update billing costs; and consult with other team members to improve efficiency and accuracy.
• Fill requested appointments by ensuring consistency and matching skills with the requester's/client's requirements.
• Manage last-minute requests and multiple timelines; confirm details and specifications with customers and interpreters; and manage changes in customer requests and deadlines.
• Maintain organized records of work performed.
• Work closely with management to design new processes and streamline workflows to ensure optimal performance.
• Perform clerical duties as necessary for accounting and management purposes.
• Perform quality and internal control procedures to ensure all records are accurate, including amounts paid to interpreters and amounts charged to clients.

Skills

Payroll processing

English communication

Microsoft Office / Excel

Multilingual coordination

Tools

MIP

Microsoft Excel

Office suite

Job description

Description

The Immigrant and Refugee Community Organization (IRCO) is a non‑profit organization established in 1976 to serve immigrants, refugees, and the broader community in Portland, Oregon. Our mission is to welcome, serve and empower refugees, immigrants and people across cultures and generations to reach their full potential. Find out more at www.irco.org.

POSITION: ILB Scheduler

JOB CLASS/GRADE: Hourly/Grade 10

WAGE: Starting at $27.25 per hour based on experience

FLSA; EEO; WC: Non-Exempt; Professional; 8864

LOCATIONS: IRCO Main Office, 10301 NE Glisan St Portland OR 97220,

Hybrid schedule

FTE; FT/PT; STATUS: Hourly; Oncall/ Casual without Benefits

(Interim Position; Limited duration through December 31, 2026. Contract continuation variable)

NUMBER OF POSITIONS: (1)

APPLY AT: www.irco.org

STATUS: Oncall/ Casual without Benefits

PROGRAM(S): International Language Bank

SECTOR/DIVISION: International Language Bank/Asset & Opportunity Building

REQUIREMENTS: Strong oral and written English communication skills required.

This job announcement is intended to describe the general nature and level of work being performed in this job. This is not intended to be construed as an exhaustive list of all responsibilities, duties, and skills required.

Program/Department Summary

International Language Bank (ILB) provides interpretation and translation services in over 100 languages. Services include in-person, phone, and video interpretation, as well as document translation, tailored for healthcare, legal, and social service sectors.

Position Summary

The ILB Scheduler plays a vital role in coordinating the creation, filling, and cancellation of appointments throughout the entire process. The Scheduler is responsible for independently managing these tasks within the database, which involves working with complex scheduling workflows, handling telephone calls, and responding to email requests. This role requires accurately gathering all relevant information, including insurance details, patient eligibility, requested language, and appointment date, time, and location. Throughout this process, the ILB Scheduler communicates with requesters, account specialists, and interpreters, and is expected to navigate multiple systems simultaneously while maintaining accuracy and thoroughness.

Essential Functions

• Develop and maintain positive relationships with clients through regular contact via telephone, email correspondence, and in‑person service calls.
• Consistently deliver a high level of customer service for ongoing on-site and remote interpretation requests.
• Assess the database system and find strategies to meet all customer requirements; revisit the workflow as needed; update billing costs; and consult with other team members to improve efficiency and accuracy.
• Fill requested appointments by ensuring consistency and matching skills with the requester's/client's requirements.
• Manage last‑minute requests and multiple timelines; confirm details and specifications with customers and interpreters; and manage changes in customer requests and deadlines.
• Maintain organized records of work performed.
• Work closely with management to design new processes and streamline workflows to ensure optimal performance.
• Perform clerical duties as necessary for accounting and management purposes.
• Perform quality and internal control procedures to ensure all records are accurate, including amounts paid to interpreters and amounts charged to clients.

Secondary Functions

• Implementing tools to optimize project tracking and team workflows.
• Develop and implement automated processes for health insurance verification.
• Design and optimize automation workflows for extracting PDF files of invoices and contractor documents.
• Collaborate with Boostlingo Support to troubleshoot system bugs and implement effective workarounds.

Requirements

Education & Experience

MINIMUM JOB SPECIFIC QUALIFICATIONS:

• Experience in payroll processing and execution of payroll in a timely manner.
• Strong oral and written English communication skills required.
• Proficient in MIP, Microsoft Office, Microsoft Excel, and a variety of software packages.
• Experience using standard office equipment and a 10‑key calculator.
• Successful experience in accounting, with integrated computerized accounting systems.
• Experience and knowledge of State and Federal regulations and related laws.

PREFERRED QUALIFICATIONS:

• Strong computer skills including proficiency in the use of database software, Excel and related software applications.
• Experience handling phone calls and managing multiple systems simultaneously.
• Proficient communication skills in a multilingual, multi‑background organization.
• Strong ability to work with multi‑background staff in a team setting.
• Ability to use nonstandard procedures and techniques to resolve unusual problems or address management requirements.
• Capable of taking initiative and using judgment in completing tasks and responsibilities.
• Ability to courteously meet and deal effectively with other employees, agency representatives, vendors, contractors, the public, and others.

Physical, Mental, & Environmental Requirements

• Hybrid setting job
• Physical: Position requires little physical effort such as lifting, carrying, or constant movement, but does allow for movement needed to complete work tasks.
• Mental: There is an occasional need to assess risks as well as to make determinations about tasks and deadlines.
• Environment: This level has a work environment that is well protected, with virtually no hazards or obstacles. There is very little element of personal risk or hazard. Job conditions are stable, usually well managed, and very comfortable.
• Schedule: The work schedule is mostly stable and does not fluctuate without prior notice.

Supervisory Responsibilities

Positions at this level are not responsible for any supervisory functions, or responsibilities, but may occasionally be asked to orient and/or train new employees or volunteers.

What We Offer

• Many flexible working arrangements and schedule
• Amazing opportunity to work with people who come from all over the world
• Work that helps your community
• 3 to 6 weeks of PTO per year
• 401k match of over 100% on first 5%, immediate vesting
• 3% match for student loans or college savings
• 12 Paid Holidays and 1 Floating Holiday
• Medical & Dental insurance options with 90% coverage for employee AND Families, no deductibles
• Employer Paid Life, Short term, and Long-term Disability Insurance
• Flexible spending accounts

Required Engagement

Engage fully in recommended professional development, as well as other assigned or required training activities. This engagement can also include participation in optional activities that embrace IRCO’s mission, vision, and values-based initiatives.

IRCO is an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity or expression, pregnancy, age, national origin, disability status, genetic information, protected veteran status, or any characteristics protected by State and Federal law. We will make reasonable accommodations to meet our obligations under the Americans with Disabilities Act (ADA) and state disability laws.