Bilingual Front Desk & Admin Assistant — Customer-Focused

Bilingual Office Assistant

Position Options:
Part-Time and Full-Time Positions Available

Schedule:

Monday – Friday, 8:00 AM – 5:00 PM

Location:

256 Bartlett Street, Lewiston, ME 04240

Category:
Non-Exempt

Pay Rate:
Starting at $16.00 per hour, with increases based on experience

Maine Immigrant & Refugee Services (MEIRS) is seeking a reliable, organized, and bilingual Office Assistant to support daily front desk and administrative operations. The Office Assistant is responsible for opening the office promptly at 8:00 AM each business day and ensuring the reception area is prepared to serve clients, staff, and community partners.

This position plays a key role in maintaining efficient communication, scheduling interpretation services, managing referrals, and supporting overall office operations while providing excellent customer service in a multicultural environment.

The ideal candidate will possess strong communication skills, attention to detail, professionalism, and the ability to multitask in a fast-paced office setting.

• Open the office promptly at 8:00 AM each business day
• Cover the reception area during assigned business hours and maintain a welcoming environment
• Answer agency-wide phone calls and direct messages to appropriate staff members
• Schedule, coordinate, and manage interpretation services for staff and clients
• Coordinate, screen, and manage interpreters in accordance with agency policies and procedures
• Enter and manage referrals in APS and Pimsy systems accurately and timely
• Update client demographic information, insurance, and other required documentation
• Scan and upload documents into the MEIRS electronic records system accurately
• Assist with compliance and quality assurance reviews for both electronic and paper files
• Maintain current knowledge of agency procedures, regulations, and documentation standards
• Obtain, organize, and distribute updated policy and procedural information as needed
• Maintain confidentiality and protect sensitive client information in accordance with agency policies
• Contact and follow up with service providers, clients, and partner agencies regarding requests and referrals
• Participate in internal meetings, trainings, and agency communications
• Submit referrals to Adult Protective Services (APS) when appropriate and directed
• Support administrative operations and assist other departments as needed
• Perform additional duties consistent with the position and organizational needs

• Paid holidays
• Competitive pay
• Sick and vacation time
• Professional development and training opportunities
• Opportunities for career growth and advancement

• High school diploma or equivalent required
• Associate degree in Business Administration, Management, or related field preferred
• Minimum of one year of administrative or office support experience preferred
• Experience working in multicultural or human services settings is highly desirable

• Must speak and write English fluently
• Fluency in another language is strongly preferred, including:
  Somali, Maay Maay, Kiswahili, French, Portuguese, Lingala, Arabic, Pashto, or Dari

• Strong organizational and multitasking abilities
• Excellent verbal and written communication skills
• Ability to maintain confidentiality and professional boundaries
• Accurate data entry, filing, and record management skills
• Ability to prioritize tasks and meet deadlines
• Familiarity with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
• Ability to operate standard office equipment including printers, copiers, scanners, and phones
• Experience with electronic health records or client management systems preferred

• Active listening and problem-solving skills
• Strong attention to detail and accuracy
• Ability to work independently and collaboratively within a team
• Positive customer service and interpersonal skills
• Initiative, adaptability, and professionalism in a fast-paced environment

This position primarily works indoors in a professional office environment. Duties require prolonged sitting, computer use, phone communication, document handling, and frequent interaction with clients, staff, and community partners. The position may involve exposure to moderate office noise and requires close collaboration with others in shared work spaces.