Administrative Assistant II, Bilingual

Key Responsibilities

• Provide reception and operate a multi-line phone system
• Handle incoming/outgoing mail
• Maintain and restock office supplies
• Schedule and manage meeting rooms and shared spaces

Fiscal & Record Management

• Manage and reconcile petty cash
• Process fund requests, reimbursements, and vendor invoices
• Maintain donation records
• Generate accurate database reports

Administrative & HR Support

• Prepare meeting minutes, correspondence, and written summaries
• Support onboarding, offboarding, and ongoing HR processes
• Complete annual archiving, file audits, scanning, copying, and data entry
• Maintain program/client files in compliance with agency standards
• Complete administrative support tasks such as data enter, file manage, scan, copy and prepare intake packets

Technical & Operational Support

• Serve as local tech support for office equipment
• Maintain multiple databases and ensure data accuracy
• Prepare materials for monthly safety meetings
• Follow confidentiality laws (HIPAA, etc.) and uphold Aspiranet’s values

Professionalism & Collaboration

• Communicate clearly and follow instructions
• Demonstrate cultural sensitivity and maintain healthy boundaries
• Represent Aspiranet with professionalism and integrity
• Perform additional duties as assigned