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Bilingual Administrative Assistant & Intake Coordinator

Children's Behavioral Health

Fitchburg, MA
ID: 562-379

Bilingual Administrative Assistant & Intake Coordinator

We are looking to bring on board a Bilingual Administrative Assistant & Intake Coordinator. The Intake Coordinator is support staff for office management needs. This includes secretarial duties and clerical responsibilities. Employees are also responsible for the tracking and monitoring of all CBHI/CSA/FSS referrals and performing other Manage Care Entities processes and procedures. This includes assuring performance specifications are followed, marketing of the program, analyzing data, and reporting on referrals, waitlist, and discharges.  

Job Responsibilities: (include but are not limited to)

  • Data Entry
  • MABHA Report
  • Referral Tracking
  • Waitlist Tracking and Compliance Calls
  • Opening/ Closing Electronical Health Record Packets
  • CSA Workbooks
  • Reporting on monthly numbers (e. number of referrals, number of opening/ closings, etc.)
  • Management of closed charts/ storage
  • Referral Source Tracking
  • Marketing:
    • Contacting referral sources from waitlist when immediate openings are available
    • Informing admin about waitlist status or need for referrals via email
    • Scheduling Presentations for admin to generate referrals
    • Participate in community fairs and activities representing agency/programs
  • Receptionist and other clerical duties
  • Participate in supervision.
  • Participate in monthly department meetings.
  • Office Management; i.e. Supply ordering, supply tracking, and any other office needs
  • Performs other related duties and responsibilities as assigned by Supervisory Staff


Required Skills

Job Qualifications:

  • High school degree or equivalent; post-secondary education an asset
  • At least 2 years of clerical experience
  • Bilingual skills in Spanish-English required
  • Microsoft Office proficient (e.g. Excel, Word, Power Point)
  • Flexibility to work shifts, including evenings, as required
  • Ability to organize, prioritize and work under extreme work pressure, heavy workloads and deadlines
  • Positive attitude and work ethic
  • Excellent verbal and communication skills
  • Must be team oriented



  • Retirement Plan 403[b]
  • Health Insurance
  • Dental Insurance
  • Vision Insurance
  • Life Insurance
  • Paid Vacations
  • Paid Holidays & 8 Discretionary days a year


The Gandara Mental Health Center provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.

Gándara Center provides residential, mental health, substance abuse, and preventive services for children, adults, and families across the Pioneer Valley and eastern parts of Massachusetts. Founded in the Hispanic community, we value cultural diversity and strive to provide culturally competent, innovative services to a diverse community.

This position is located in Fitchburg, MA. View the Google Map in full screen.

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