Scheduler-Account Specialist

at  IRCO

Description:
The Immigrant and Refugee Community Organization (IRCO) is a non-profit organization established in 1976 to serve immigrants, refugees, and the broader community in Portland, Oregon. Our mission is to welcome, serve and empower refugees, immigrants and people across cultures and generations to reach their full potential. Find out more at www.irco.org.
POSITION: Scheduler-Account Specialist
JOB CLASS/GRADE: Coordinator1/ Specialist 2/ Grade 7
WAGE: Starting at $25.23 per hour
FLSA; EEO; WC: Non-Exempt; Professional; 8864
LOCATIONS: IRCO Main Office, 10301 NE Glisan St Portland OR 97220, Remote work optional
FTE; FT/PT; STATUS: Hourly on call without benefits

REQUIREMENTS:

Must be able to pass extensive Background Check
Must have accounting experience
Availability to work on weekends is required during pay periods (24th-27th)
This job announcement is intended to describe the general nature and level of work being performed in this job. This is not intended to be construed as an exhaustive list of all responsibilities, duties, and skills required.

PROGRAM SUMMARY

International Language Bank (ILB) provides interpretation and translation services in over 100 languages. Services include in-person, phone, and video interpretation, as well as document translation, for healthcare, legal, and social service sectors.

POSITION SUMMARY

We are seeking a dedicated and detail-oriented individual for the Scheduler / Account Support role, combining scheduling and accounting support for an on-call position running from February to July 2025.

JOB SPECIFIC QUALIFICATIONS:

Any combination of education and experience that demonstrates the ability to perform the duties of the position is qualifying. This would typically include:

• Education and experience equivalent to a bachelor’s degree in a related field
• Two years’ experience working in account, business operations, or project management. Experience in the translation or interpretation industry is preferable.
• Proficiency experience using Excel to collect, analyze, and present data reports.
• Experience with foreign languages is a plus.

PHYSICAL, MENTAL, & ENVIRONMENTAL REQUIREMENTS

• Physical capability involves use of office or equipment where some agility and hand eye coordination is needed.
• Regular variation in tasks and must decide which tasks to complete as well as which order the tasks are completed.
• Very little element of personal risk or hazard, Job conditions are stable, usually well managed, and very comfortable.
• The work schedule occasionally fluctuates based on organization or customer needs. This fluctuation may occur with or without prior notice.

KEY RESPONSIBILITIES:

Scheduling:
Manage the full lifecycle of appointment scheduling, including creation, updates, and cancellations, ensuring accuracy and efficiency in a complex database system. Communicate effectively with clients, interpreters, and internal teams to ensure seamless coordination.
Contractor Payments and Time Recording:
Oversee timesheet processes to ensure accuracy and completeness for timely contractor payments. Verify all necessary information is recorded and submitted within deadlines.

ESSENTIAL FUNCTIONS

• Develop and maintain positive relationships with clients through regular contact via telephone, email correspondence, and in-person service calls. Consistently deliver high level customer service for ongoing on-site and remote Interpretation requests.
• Filling multi-requests regarding consistency and matching skills with the requesters/client requirements. Manage last minute requests; multiple timelines; confirm details and specifications with customers and interpreters; manage unit response to changes in customer requests and deadlines.

Data Entries and Monthly Close Process:

• Manage all aspects of the monthly cycle, from reviewing the signed forms, to tracking appointment activities/ billing/costs, and to closing the forms in our database system.
• Manage multiple deadlines; remind interpreters to turn in their forms on time.
• Perform quality and internal control procedures to ensure all records are accurate (amount paid interpreters and the amount charged to clients).
• Maintain organized records of work performed.

Accounting and Finance Support:

• Develop and maintain positive relationships and deliver high level customer service with interpretation clients and interpreters through regular contact via telephone, email correspondence, and in-person service calls.
• Ensure accuracy for final monthly payroll and invoice reports; manage in-progress issues that arise; resolve disputes that may arise.
• Prepare and promptly submit summary/detail monthly payroll and invoice reports to Fiscal.
• Work in partnership with IRCO’s Fiscal office on billing/payroll issues; investigate and resolve overpayment by processing refund requests in accordance with policies and procedures.
• Reconcile ILB’s third party invoices.

Requirements:

SUPERVISORY RESPONSIBILITIES

Positions at this (Lead) level are responsible for daily work provided to staff/volunteers in similar job functions at comparable or subordinate levels. Positions are not responsible for hiring, firing, disciplinary actions, etc.

Any combination of education and experience that demonstrates the ability to perform the duties of the position is qualifying. This would typically include:

• Education and experience equivalent to a bachelor’s degree in a related field
• Two years’ experience working in account, business operations, or project management. Experience in the translation or interpretation industry is preferable.
• Proficiency experience using Excel to collect, analyze, and present data reports.
• Experience with foreign languages is a plus