Office Assistant

Position Options:

Part-Time and Full-Time positions available

Monday - Friday, 8:00 AM - 5:00 PM

256 Bartlett Street, Lewiston, ME 04240

All

Administrative Supervisor

Non-Exempt

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 for clients, staff, and community partners.
• 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.
• Submit referrals to Adult Protective Services (APS)/Attrezo when appropriate and directed.
• Update client demographic information, insurance, and other required documentation.
• Scan and upload documents into the MEIRS electronic records system accurately.
• Assist with MEIRS billing responsibilities and support the finance department with accounting procedures as needed.
• Assist with compliance and quality assurance reviews for both electronic and paper files.
• Conduct administrative file reviews for MEIRS programs as needed.
• 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 timesheets, mileage, expense reports, and other required administrative items in a timely manner.
• Support administrative operations and assist other departments as needed.
• Perform additional duties assigned by supervisor consistent with the position and organizational needs.

• Be committed to the mission of MEIRS.
• Understand and work within MEIRS Personnel, Accounting, Administrative, and Service Area Policies and Procedures.
• Work in a harmonious relationship with all agency staff and the community.
• Accept shared responsibilities and authority with other team members to successfully accomplish the goals of each team of which he or she is a member.
• Perform duties in a conscientious, cooperative manner, completing the required amount of work in a timely fashion with a minimum of errors.
• Be punctual for scheduled work and use time off appropriately.
• Maintain professionalism, including but not limited to dress code and communications with peers and clients.
• Keep all staff, client, and agency information confidential.
• Enter data into MEIRS systems and databases in a timely and accurate fashion, and complete and maintain physical file documentation in a timely and confidential manner.
• Comply fully with all relevant licensing, certification, accreditation, and legal standards as required by the agency, contracts, Medicare, Medicaid (Maine Care), HIPAA, and other applicable federal, state, and local laws and regulations.

• High school diploma or equivalent required.
• Associate degree in…