Administrative Assistant/ Case Aide (Bilinugal Spanish Preferred )

Job Description

The Administrative Assistant / Case Aide provides clerical and administrative support to the Support Coordination team serving individuals enrolled in the New Jersey Division of Developmental Disabilities (DDD). This role assists Support Coordinators in maintaining accurate records, coordinating services, and ensuring timely communication with individuals, families, and service providers.

Key Responsibilities

• Provide administrative support to Support Coordinators and program staff
• Maintain and update client records in compliance with NJ DDD requirements
• Assist with documentation, filing, and data entry (including electronic systems such as iRecord)
• Schedule appointments, meetings, and follow-ups with individuals and families
• Prepare and organize service plans, reports, and correspondence
• Track due dates for assessments, ISP updates, and required documentation
• Communicate with providers, families, and stakeholders to support coordination of services
• Assist with referrals and follow-up on service linkage
• Answer phones, respond to emails, and manage general office tasks
• Ensure confidentiality and compliance with HIPAA and DDD standards

Qualifications

• High school diploma or equivalent required (Associate’s or Bachelor’s preferred)
• Experience in administrative support, healthcare, or human services preferred
• Knowledge of NJ DDD system and iRecord is a plus
• Strong organizational and communication skills
• Ability to manage multiple tasks and deadlines
• Proficiency in Microsoft Office (Word, Excel, Outlook)
• Bilingual (Spanish or other languages) preferred

Work Schedule

• Typically Monday–Friday, 9:00 AM – 5:00 PM
• May vary depending on agency needs

Pay: $17.00 - $20.00 per hour

Experience:

• NJ DDD: 1 year (Required)

Language:

• Spanish (Required)

Work Location: In person