ILB Scheduler & Automation Specialist

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: ILB Scheduler & Automation Specialist

JOB CLASS/GRADE: Coordinator 2/Specialist 3; Grade 6

WAGE: Starting at $56,687 per year based on experience

FLSA; EEO; WC: Non-Exempt; Professional; 8864

LOCATIONS: IRCO Main Office, 10301 NE Glisan St Portland OR 97220,

Hybrid schedule

FTE; FT/PT; STATUS: 1.0 FTE; Full-Time with Benefits; Regular

NUMBER OF POSITIONS: (1)

APPLY AT: www.irco.org

STATUS: Full-Time with Benefits

PROGRAM(S): International Language Bank (ILB)

SECTOR/DIVISION: International Language Bank/Asset & Opportunity Building

REQUIREMENTS: English required, bilingual in any additional language preferred. Basic experience

scripting/programming and automation tools. Ability to work with databases and

familiarity with Application Programming Interfaces (APIs).

Program/Department Summary
IRCO’s International Language Bank (ILB) provides professional interpretation and translation services in dozens of languages to help healthcare providers, government agencies, schools, and community organizations communicate effectively with immigrant and refugee communities. ILB offers phone, virtual, and in-person interpretation as well as written document translation, ensuring equitable, intercultural fluency and language access for the communities from varied backgrounds we serve.

Position Summary
The ILB Scheduler and Automation Specialist supports the daily operations of ILB by coordinating service requests, answering phone calls and emails, verifying appointment forms, processing appointments, and creating invoices. The position is primarily focused on service coordination while also identifying opportunities to improve workflows, streamline processes, and developing automations that reduce manual work and errors. The specialist is expected to be cross trained across ILB functions and provide coverage for other team members during absences or staffing gaps.

Essential Functions

• Develop and maintain positive relationships with clients through regular contact via telephone, email correspondence, and in-person service calls.
• Consistently deliver a high level of customer service for ongoing on-site and remote interpretation requests.
• Assess the database system and find strategies to meet all customer requirements; revisit the workflow as needed; update billing costs; and consult with other team members to improve efficiency and accuracy.
• Fill requested appointments by ensuring consistency and matching skills with the requester's/client's requirements.
• Manage last-minute requests and multiple timelines; confirm details and specifications with customers and interpreters; and manage changes in customer requests and deadlines.
• Maintain organized records of work performed.
• Work closely with management to design new processes and streamline workflows to ensure optimal performance.
• Perform clerical duties as necessary for accounting and management purposes.
• Perform quality and internal control procedures to ensure all records are accurate, including amounts paid to interpreters and amounts charged to clients.
• Analyze ILB workflows and identify manual, repetitive, or error-prone tasks that can be improved through automation.
• Design, build, and maintain automated tools (e.g., Excel/VBA macros, templates, Power Automate flows, scripts) to support invoicing, reporting, and data management.
• Create and maintain standardized reports and dashboards to help staff and leadership track key ILB metrics (e.g., appointments, revenue, customers, interpreters).
• Test, troubleshoot, and refine automations to ensure data accuracy, reliability, and alignment with ILB policies and contract requirements.
• Document processes, workflows, and automation tools in clear, step-by-step instructions that others can follow.
• Train and support ILB staff in using new tools and workflows, providing ongoing technical assistance as needed.
• Collaborate with ILB leadership, Finance, IT, and other teams to prioritize automation projects and ensure systems remain secure and compliant.
• Monitor data quality in ILB systems and perform regular cleanup or updates using automated methods where possible.

Secondary Functions

• Troubleshoot system or process issues and document solutions.
• Maintain accurate records, reports, and operational data.
• Help maintain shared file structures, templates, and data dictionaries for ILB systems.
• Crosstrain in other ILB functions and provide coverage during staff absences.
• Participate in team meetings, training, and workgroups to share updates and gather feedback on automation needs.
• Assist with special projects, audits, reporting, and other ILB operational needs.

Requirements

Education & Experience

MINIMUM JOB SPECIFIC QUALIFICATIONS:

• Bachelor’s degree in business, information systems, computer science, or related field; or equivalent combination of training and relevant experience.
• Experience working with data, reporting, or process improvement in an office, nonprofit, or similar environment.
• Experience creating or maintaining automated workflows (e.g., Excel macros, Power Automate, scripts) to support data entry, invoicing, or reporting.
• Strong attention to detail and ability to check work for accuracy and consistency.
• Ability to analyze processes, document steps, and translate staff needs into practical automation solutions.

PREFERRED QUALIFICATIONS:

• Advanced Excel/VBA skills and experience with other automation tools (e.g., Power Automate, Power Query, RPA platforms, or scripting languages like Python/JavaScript).
• Experience working with databases (e.g., SQL, Access) and system integrations (APIs, data imports/exports).
• Familiarity with IRCO’s ILB, interpretation/translation services, or language access work.
• Experience supporting invoicing, billing, or contract reporting processes.
• Knowledge of data security, confidentiality, and compliance best practices (e.g., Health Insurance Portability and Accountability Act, Family Educational Rights and Privacy Act, or similar).
• Experience providing staff training, user guides, or technical documentation for new tools or workflows.

Physical, Mental, & Environmental Requirements

• Hybrid setting job
• Physical: Position requires little physical effort such as lifting, carrying, or constant movement, but does allow for movement needed to complete work tasks.
• Mental: There is regular variation in tasks, and the job holder must decide which tasks to complete as well as the order in which tasks are completed.
• Environment: This level has a work environment that is well protected, with virtually no hazards or obstacles. There is very little element of personal risk or hazard. Job conditions are stable, usually well managed, and very comfortable.
• Schedule: The work schedule is stable and does not fluctuate.

Supervisory Responsibilities

Positions at this level are not responsible for any supervisory functions, or responsibilities, but may occasionally be asked to orient and/or train new employees or volunteers.

What We Offer

IRCO is a very employee-friendly workplace and offers great benefit packages to our staff:

• Many flexible working arrangements and schedule
• Amazing opportunity to work with people who come from all over the world
• Work that helps your community
• 3 to 6 weeks of PTO per year
• 401k match of over 100% on first 5%, immediate vesting
• 3% match for student loans or college savings
• 12 Paid Holidays and 1 Floating Holiday
• Medical & Dental insurance options with 90% coverage for employee AND Families, no deductibles
• Employer Paid Life, Short term, and Long-term Disability Insurance
• Flexible spending accounts

Required Engagement

Engage fully in recommended professional development, as well as other assigned or required training activities. This engagement can also include participation in optional activities that embrace IRCO’s mission, vision, and values-based initiatives.

How To Apply

1. Complete the IRCO application in our Careers Portal: IRCO Application for Employment.
2. Upload your resume and cover letter addressing your qualifications for this position IRCO Careers.
3. For questions about this position, please email jobs@irco.org

Please note that physical applications are accessible from IRCO’s main office, 10301 NE Glisan, Portland, OR 97220. Due to the high volume of applications received, we will not be able to contact applicants or return calls regarding applications. Complete applications should include a cover letter, resume, and IRCO application.

IRCO is an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity or expression, pregnancy, age, national origin, disability status, genetic information, protected veteran status, or any characteristics protected by State and Federal law. We will make reasonable accommodations to meet our obligations under the Americans with Disabilities Act (ADA) and state disability laws.