Office Assistant - Bilingual Spanish

Suffolk County Government; Great River (NY); On-site; USD 35,000 - 43,000; Full time

Benefits offered by this job

Health Insurance

Pension

Paid Time Off

Work-Life Balance

Job summary

The Suffolk County Department of Health Services is seeking an Office Assistant in the Division of Services for Children with Special Needs. The role requires fluent Spanish and English and focuses on assisting families with referrals, forms, and program procedures, while handling records, scheduling, and translation duties.

Key duties include entering referral data into EI HUB, assigning service coordinators, COS data entry, and preparing packets for meetings.Reception duties may apply; strong

Qualifications

• High school diploma or equivalent required.
• Fluency in Spanish and English.
• Strong communication and data entry skills.
• Ability to assist families and explain program procedures.

Responsibilities

• Receive referrals, help families complete forms, and explain procedures.
• File and archive records, including aging-out files.
• Greet families/providers and manage appointment notices.
• Provide translating/interpretation for Spanish-speaking individuals.
• Enter referral data into EI HUB and assign service coordinators.
• Enter COS data into the state system during data collection periods.
• Prepare essential packets for initial family meetings.
• Type reports, vouchers, and letters; check for accuracy.
• Respond to routine inquiries about departmental procedures.
• May serve as receptionist.

Skills

Bilingual Spanish/English

Education

High school diploma

Job description

The Suffolk County Department of Health Services is seeking to fill the position of Office Assistant in the Division of Services for Children with Special Needs.

This position requires the ability to speak Spanish and English fluently.

KEY ELEMENTS OF THE ROLE

• Assist families by receiving referrals, helping them complete required forms, and explaining program procedures.

• Files paperwork and retrieves files as needed. Completes archiving for children who have aged out of the program, including filling out archiving sheets and preparing files for storage.

• Greets families and providers, assists with paperwork, and maintains Special Education Coordinators schedules to notify them of appointment arrivals.

• Provides translating or interpreting services for Spanish-speaking individuals, supporting Special Education Coordinators with communication requiring specialized knowledge of agency functions.

• Assists Spanish-speaking families with completing Early Intervention forms.

• Enters referral data into the New York State Early Intervention System (EI HUB), assigns service coordinators to cases, and processes transfers to and from other counties.

• Enter referral data into an Excel document tracking EI data over the years and entering data on children with Autism

• Enters Child Outcome Study (COS) Entry data into the state system between July 1 and September 30 each year and enters COS Exit data throughout the year as COS children exit the Early Intervention program (study of annual data collection on child’s level of functioning when they enter the EI program and level of functioning when they exit the program).

• Produces mass copies for the department as needed.

• Makes essential packets required for initial meetings with families.

• Types reports, statements, tabulations, vouchers, letters and various legal documents;

• Receives and checks applications, vouchers, or other forms for accuracy of content and compliance with procedural and regulatory requirements;

• Produces documents requiring routine entry and revision skills Answers routine questions regarding departmental procedures in response to personal and telephone inquiries, and produces routine letters or form letters to respond to written inquiries;

• Checks and proofreads typed copy;

• Sorts, indexes and files documents, reports, correspondence and other material;

• May serve as receptionist.

Benefits For You Now And Your Future

• Health Insurance: Suffolk offers a comprehensive health insurance plan, including medical, dental, and vision coverage

• Pension

• Paid Time Off: Vacation (2 weeks to start) is accrued based on length of service; sick leave allows employees to taketime off for illness without sacrificing pay; personal days can be used for a variety of reasons; and thirteen (13) paid holidays.

• Work-Life Balance: County jobs offer regular working hours, reducing the need for overtime or irregular shifts. This helps employees maintain a good work-life balance.

Overall, county government jobs offer a combination of competitive benefits and job security, making them an attractive option for many job seekers.

Salary: $38,811

*This position does not offer relocation assistance at this time

**Sponsorship isnotavailable for this role

Schedule: Monday to Friday 8:00 am – 4:00 pm

Position Location

3500 Sunrise Highway

Great River, NY 11739

This position requires the ability to speak Spanish and English fluently.

MINIMUM QUALIFICATIONS

OPEN COMPETITIVE

Graduation from a standard senior high school or possession of a high school equivalency diploma.

IMPORTANT NOTE: There will be a qualifying Spanish language examination.

This Role Is A Provisional Appointment

A provisional appointment, which occurs only in the competitive class, is a temporary appointment to a position for which no eligible list exists or for which an eligible list exists with fewer than three candidates who are willing to accept the position. In order to become permanent, the employee who is provisionally appointed must take the next examination for the position in question. The appointment to the position is then made from among the three highest scoring passing candidates who indicate their willingness to accept the position. Civil Service law does not compel the appointing authority to choose the provisional employee should he or she be one of the three candidates

Additional details regarding a Provisional Appointment can be reviewed at:

https://www.suffolkcountyny.gov/Departments/Civil-Service/faqs

Suffolk County’s Commitment to Diversity, Inclusion & Equity

• Our focus is to promote, support, and implement the County-wide diversity and inclusion strategic plan.
• We achieve results in all our responsibilities through the use of diversity and inclusion best practices.
• We maintain a familiarity with Diversity & Inclusion trends and best practices.

Suffolk County is an Equal Employment Opportunity Employer and does not discriminate against applicants or employees on the basis of race, color, religion, creed, national origin, ancestry, disability that can be reasonably accommodated without undue hardship, sex, sexual orientation, gender identity, age, citizenship, marital or veteran status, or any other legally protected status.