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Administrative / Office Assistants.

Maine Immigrant & Refugee Services

Position: Office Assistant

Reports to: Office/Finance Manager

Category: Non-exempt

Pay rate:  $11.00

Job status: Part-time (20 hours) a week

Work with department directors and teams to assess and ensure compliance with Quality improvement plan against internal and external requirements.

  • Checking APS/KEPRO(will train)  and Completing CSRs(will train) if needed 5 days prior it expires
  • Submitting initial referrals to APS/KEPRO if needed.
  • Checking electronic alerts based on client and submitting to the appropriate staff.
  • Perform compliance and quality assurance reviews (checking files both electronic and paper files)
  • Identifies problems by consulting with supervisor and support staff, reviewing client complaints, observing staff performance, monitoring program implementation, and reviewing records, reports, special programs.
  • Analyze data and create reporting function based on data.
  • Maintain current knowledge base of existing and emerging regulations, standards, or guidance documents.
  • Obtain and distribute updated information regarding policies. 
  • Manage confidential information.
  • Coordinates special projects as assigned by the supervisor.
  •  Collect and analyze performance data and report findings to appropriate staff.
  • Produce up-to-date reports for staff, management and the Board.
  • Participate in internal meetings and communications.
  • Travel as required.
  • Coordinate and schedule for interpreters
  • Coordinate and enter new referrals into Kepro  and  our EMR electronic system
  • Update client contacts, insurance and other necessary information.
  • Scan documents into the  our electronic system accurately
  • Perform other duties and tasks, consistent with the skills and expertise, as required in non-routine circumstances.
  • Contacting and following up with service providers about requests.
  • Cover the front desk

Skills/Qualifications: Excellent communication and interpersonal skills, and the ability to prioritize and handle multitasking. Organizational Astuteness, managing processes, process improvement, reporting skills, change management, coaching, client relationships, administrative writing skills.Work Abilities: Requires sitting, writing letters and memos, face-to-face discussions with individuals or teams, contact with others (face-to-face, by telephone, or otherwise), use of electronic mail, being exact or highly accurate, meeting strict deadlines, coordinating or leading others in accomplishing work activities. Requires work with external customers or the public, work with others in a group or team, working indoors in environmentally controlled conditions

Work Environment: This position requires working indoors in environmentally controlled conditions, exposure to sounds and noise levels that may be distracting or uncomfortable. Job tasks are performed in close physical proximity to other people.


Experience and Education

One or more years of similar field experience. Minimum high school diploma is required.  Associate’s degree in management or related discipline is preferred.

Basic Skills: Active listening, critical thinking, learning strategies, solving problems, ability to monitor self, other individuals, or organizations. Reading comprehension, professionally speaking, effectively communicates in writing. Strong confidentially, accuracy, entering date and filling skills.

Social Skills:  evaluation, initiative coordination, instructing, negotiating, persuasion, service orientation, and social perceptiveness.

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