Bilingual Administrative Assistant - Office Support Coordinator

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: https://arsl.at/BZqYzVem