File Clerk (Bilingual)

File clerks are responsible for the oversight of incoming paperwork, making copies, sorting documents usually numerically or alphabetically to maintain paper or electronic records, including correspondences, receipts, contracts, and invoices to ensure that information is easy to locate when it is needed. This position will coordinate support for lead staff and in all other areas as needed.

Essential Functions:

1. Check incoming paperwork and make copies before distributing.
2. Sort documents alphabetically and according to content, dates, significance.
3. Develop organized filling systems.
4. Create, process, and maintain file records.
5. File and retrieve documents for other personnel.
6. Prepare records for off-site storage.
7. Maintain file room logs to track the location of files.
8. Dispose of files according to established documents-retention schedules.
9. Compile receipts for expense processing.
10. Prepare documentation as needed for management within company.
11. Maintain calendar for management team and executive team.
12. Provide excellent customer service to callers and visitors to our office facility.
13. Create documents and reports using Microsoft Suite (Outlook, Excel, Power Point, and Word), SharePoint, OneDrive to perform various administrative functions daily.
14. Assist to monitor performance and determine the need for improvements.
15. Maintain files both paper and electronic.
16. Assist with special projects as needed.
17. Process applications and file records.
18. Answer queries by searching and retrieving files.
19. Perform data entry and aid in the retrieving of information.
20. Ensure files are complete.
21. Run reports weekly for management.
22. Adheres to the compliance guidelines for Administration for Children and Families and ORR.
23. Discover ways to enhance efficiency and productivity of procedures.
24. Keep senior management informed with detailed and accurate reports.
25. Other task and responsibilities as assigned.

This is not necessarily an all-inclusive list of job-related responsibilities, duties, skills, efforts, requirements or working conditions. While this is intended to be an accurate reflection of the current job, management reserves the right to revise the job or to require that other or different tasks be performed as assigned.

Level: High School Diploma or equivalent.

• 1-2 years of administrative experience.
• 1 year of data collection and analysis.
• Previous experience performing data analysis and collection tasks is required.
• Proficiency in Microsoft Office suite.
• Proficiency in SharePoint and OneDrive.
• Strong organizational skills and attention to detail.
• Extensive experience with data entry, record keeping and computer operation.
• Previous experience answering, routing and screening telephone calls.
• Previous experience monitoring and escorting facility visitors and personnel.
• Associate or bachelor’s degree in business Admin or relevant field preferred.

Major Field/Specialty: High School Diploma or equivalent.

Other Specialized Training and skills:

• Experience of management of the programmatic, administrative, and operational systems in residential facility or similar workplace environment.
• Necessary:

• Ability to read, write and converse proficiently in Spanish and translate written Spanish into English
• Strong management, organizational and leadership skills
• Strong writing, organizational and interpersonal communication skills
• Strong computer skills (Microsoft Office, SharePoint, OneDrive) with the ability to learn new software
• An analytical mindset with great problem-solving abilities
• Strong knowledge of data analysis, reporting and budgeting
• C/AN Training
• First Aid/CPR Training
• NIMS Training
• ORR Training

Foreign Language Requirement: Fluency in Spanish is required.

Work is performed mostly in an office setting. Some overnight travel, public speaking, evening and weekend work are requirements of the position. Regular computer works also required. While performing the duties of this job, the employee is required to stand; walk; sit; finger, handle, or feel objects, or controls; reach; climb stairs; balance; stoop, kneel, or crouch; talk and hear. The employee must occasionally lift and/or move up to 20 pounds. Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

The physical demands and work environment characteristics described above are representative of the physical capabilities that must be met by an employee and the working conditions that an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

This job description is intended to convey information essential to understanding the scope of the position and it is not intended to be an exhaustive list of skills, efforts, duties, responsibilities or working conditions associated with the position.

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