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Bilingual Administrative Assistant - Office Support Coordinator

Disability Services of the Southwest

San Antonio, TX

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JOB DETAILS
SKILLS
Administrative Skills, Billing Records, Communication Skills, Contract Creation, Corporate Policies, Detail Oriented, Document Management, Documentation, Employee Orientation, Employee Terminations, English Language, Healthcare, High School Diploma, Interpersonal Skills, Keyboards, Maintain Compliance, Manual Dexterity, Microsoft Excel, Microsoft Word, Multilingual, Onboarding, Organizational Skills, Payroll Software/Services, People Management, Presentation/Verbal Skills, Record Keeping, Records Management, Reference Verification, Regulations, Software Administration, Team Player, Time Management, Typing, Writing Skills
LOCATION
San Antonio, TX
POSTED
1 day ago
Position Description

Bilingual Administrative Assistant - Office Support Coordinator

Location: San Antonio, TX

Position Summary

DSSW is seeking a detail-oriented and proactive Administrative Assistant to support our staffing and onboarding operations. This role is vital to ensuring smooth hiring processes, accurate personnel documentation, and a welcoming experience for new employees and contractors. The ideal candidate will be highly organized, tech-savvy, and passionate about supporting a mission-driven team in the healthcare services industry.

Key Responsibilities

  • Maintain and update staffing tools including the Staffing Workbook, Application Manager, and PCA tracking log.
  • Coordinate applicant scheduling and assist with application completion (online or in-office).
  • Process pre-employment screenings: background checks, OIG verifications, EMR/NAR checks, and testing.
  • Verify references and manage competency documentation.
  • Facilitate new hire orientation and ensure all onboarding documents are completed and filed.
  • Set up workstations and train new hires on timekeeping and software systems.
  • Create and manage employee records in KT and UP systems within required timeframes.
  • Scan and mail personnel files to Corporate HR in a timely manner.
  • Provide ongoing support for employee system access, direct deposit setup, PTO requests, and personal information updates.
  • Assist with employee terminations and ensure proper documentation in all systems.
  • Support Corporate HR with file updates and compliance tracking.
  • Participate in injury investigations and ensure timely submission of required documentation.
  • Resolve payroll disputes and system-related issues.
  • Run biweekly tracking reports and collaborate with Corporate Records Coordinator to maintain compliance.
Contractor/Sub-Contractor Support
  • Assist with contract preparation and required documentation.
  • Create billing records and ensure proper file transmission to Corporate.
  • Maintain confidentiality and adhere to all applicable regulations and company policies.
Qualifications

Education & Experience
  • High school diploma or GED required; Associate's degree preferred.
  • Minimum of 2 years of office experience, preferably in healthcare or staffing.
  • Proficiency in MS Word and Excel; ability to learn proprietary software quickly.
  • Typing speed of 35 WPM with 80% accuracy; Excel proficiency at 80% accuracy.
Skills & Attributes
  • Bilingual strongly preferred!
  • Strong organizational and time management skills.
  • Ability to work independently and collaboratively.
  • Excellent written and verbal communication skills.
  • Active listening and interpersonal skills.
  • Comfortable working with diverse groups including healthcare professionals, clients, and families.
  • Fluent in English (reading, writing, and speaking).
Physical Requirements
  • Ability to sit for extended periods.
  • Manual dexterity for keyboard use.
  • Clear vision and hearing within normal range.
  • Ability to move about the office as needed.

Why Join DSSW?

At DSSW, we believe in empowering our team to make a difference in the lives of others. As an Administrative Assistant, you'll play a key role in shaping the employee experience and supporting our mission to deliver compassionate care. We offer a collaborative work environment, opportunities for growth, and the chance to be part of a purpose-driven organization.

Ready to Apply?

Become part of a team that truly cares. Apply online at: www.dsswtx.org Or submit your application directly here:

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About the Company

D

Disability Services of the Southwest