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Office Assistant-Bilingual

Location: 1525
Job Code: 602
Pay range: $38,000-$45,000
Employment duration: Full time
# of openings: 2


About Whitman-Walker Health

At Whitman-Walker, our commitment to “Community, Caring and Quality” really shines through!  Our mission is to be the highest quality, culturally competent community health center serving greater Washington’s diverse urban community, including individuals who face barriers to accessing care, and with a special expertise in LGBT and HIV care.  We offer a full line of healthcare services including: (1) comprehensive outpatient offerings for medical and dental healthcare; (2) an on-site Pharmacy; (3) legal support in the areas of access to health care, public benefits and private insurance, discrimination and workplace rights, immigration, transgender rights and others; (4) behavioral healthcare provided through individual and group therapy; and (5) confidential HIV testing and counseling services. The right candidate will have experience working in an office setting. We believe in promoting a great patient experience and the key to delivering a great experience is to ensure we have a well-trained team in each office and staff who can both perform their job duties independently and also support other staff on the team. If this sounds exciting and fun to you please contact us today.


Job Summary

The Office Assistant is responsible for warmly welcoming clients and visitors into the site, assisting with navigating health center systems and directing them to the appropriate person or other WWH location for services.  The Office Assistant will escort clients and visitors when needed.  They are responsible for receiving, signing for receipt, and holding mail and packages for pick-up by USPS, UPS, FedEx and couriers, ensuring the delivery of  mail and packages to the appropriate location (s), including delivering items themselves and directing emergency response personnel to the accurate location where needed. They will also facilitate conference room reservations for Whitman-Walker staff.


Primary Essential Duties

  • Greet patients, visitors and staff warmly upon arrival and departure, demonstrating impeccable customer service skills, showing respect for diversity and an embrace of WWH’s core values.
  • Makes new patients and visitors feel welcomed with their first experiences at the site by providing direction in a courteous and professional manner.
  • Helps visitors navigate Whitman-Walker’s services and explains policies and procedures as needed, troubleshoots and attempts to address issues raised by patients.
  • Facilitates the resolution of patient concerns and complaints on a day to day basis, displaying effective listening skills and working collaboratively with program staff as needed.
  • Maintains entry hallways free of litter. Notifies building staff of safety issues.
  • Explain office policies and procedures to visitors
  • Greet public and clients and direct them to the correct staff members
  • Coordinate messenger and courier service
  • Receive, sort and distribute incoming mail and other deliveries
  • Answer and respond to telephone calls, voice mail and emails and referrals in a timely manner.
  • Coordinate and assign conference room throughout Whitman-Walker Health sites
  • Helps patients and visitors in distress by following procedures to request emergency assistance, calling 911 for emergency assistance or to report customer disturbances, receiving calls from staff on other floors when 911 has been called and escorts emergency responders to the customer location.
  • Maintains patient and visitor confidentiality
  • Maintains forms and office supplies required for reception desk activities.
  • Reports malfunctioning office equipment, lighting, or supplies needed to appropriate manager.

·         Other duties as assigned

Budget Responsibilities

No direct budget responsibilities.


Management Responsibilities

Minimum of one year in an office setting, health center or non-profit setting preferred.


Knowledge, Skills, and Talents Required

  • Fluency in Spanish is required
  • Self-motivation, flexibility and the ability to provide support in a fast-paced clinic environment, work independently.
  • Ability to multi-task.
  • Ability to communicate in an effective, courteous, warm, welcoming and professional manner with patients, visitors and staff members.
  • Excellent face to face interpersonal skills, including the ability to effectively de-escalate difficult customer encounters, explain policy and procedure and problem solve.
  • Sensitivity to all areas of diversity, including HIV status, race, ethnicity, age, sexual orientation and gender identity.
  • Flexibility to work various shifts, including afternoon, evening, and weekend shifts as necessary
  • Knowledge of standard medical office/clinic procedures. 
  • Ability to effectively use computer software and technology as required by WWH, including Microsoft Word, Excel, Outlook and eCW.


Education and Experience Required

  • Experience in a medical center and/or non-profit environment preferred.
  • Experience working with an ethnically, culturally and racially diverse work staff preferred; ability to work harmoniously with diverse groups of individuals required.
  • Customer service experience and training preferred.
  • Excellent interpersonal, organizational communication and analytical skills
  • Computer literacy with proficiency with Microsoft Office products is required


Working Conditions:

Working conditions for this position are normal for an office environment. 

Position requires individual to be available to work a flexible schedule that will include mornings, afternoons and evenings.


Physical Demands:

  • Lifting:  No more than 20 lbs. and infrequently. 
  • Movement:  Standing and sitting for long periods. 
  • Visual:  Long periods on computer.
  • Concentration:  Extended periods of engagement with computer systems where concentration is key to accuracy in data entry.  Intermittent periods of engagement with a telephone system to respond to inquiries where concentration is key to task performance.
  • Communication:  Direct and indirect communication.  Written and verbal competency. 


The above job description is designed to indicate a general sense of the duties and expectations of this position. It is not to be interpreted as a comprehensive inventory of all duties and responsibilities required. As the nature of our business demands change, so too, may the duties and responsibilities of this position. You may be required to perform other duties as requested, directed, or assigned. 

Whitman-Walker is an equal employment opportunity employer and does not discriminate against applicants, its employees or former employees on the basis of race, color, religion, gender, marital status, sexual orientation, national origin, age, disability, veteran status and gender identity.  For accommodation in the application process, please contact Human Resources


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