Bilingual Administrative Assistant

To perform this job successfully, an individual must be able to perform the essential job functions satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the primary job functions herein described. Since every duty associated with this position may not be described herein, employees may be required to perform duties not specifically spelled out in the job description, but which may be reasonably considered to be incidental in the performing of their duties just as though they were written out in this job description.

GRPS MISSION:
Our mission is to ensure that all scholars are educated, self-directed and productive members of society.

Bilingual Administrative Assistant - Transitional Bilingual Education (TBE) Dual Language Immersion (DLI) School and English Learners (EL)

Department:
Administration

Bargaining Unit:
Grand Rapids Association of Educational Office Personnel (GRAEOP)

Wage:
Determined by the collective bargaining agreement

Direct Supervisor:
Chief Instructional Area Quadrant Leader, Southwest

JOB SUMMARY

The incumbent is responsible to and provides administrative support services to the Executive Director of TBE/DLI Schools and EL. The successful candidate will work closely with the Executive Director and the School Improvement Facilitators providing a link with the principals, other district staff, parents, scholars and the community. Applicant must possess excellent English and Spanish, verbal and written skills.

ESSENTIAL JOB FUNCTIONS

Essential functions under the Americans with Disabilities Act may include any of the following duties, knowledge, and skills. This list is illustrative only and is not a comprehensive listing of all functions and duties performed by employees in this position. Regular on time and in person attendance is an essential function of this job. Other essential functions may include, but are not limited to the following:

* Assist in the administration and operation of district, state and federal programs including Title III, Migrant and Bilingual education, Native American Education Program, Instructional Council

* Assists with duties requested daily. Takes dictation, compiles office information, researches data and prepares reports, provides timely report completion.

* Responsible for having a working knowledge of the administrators' responsibilities in order to effectively assist with completion of job tasks and major projects.

* Assist with preparation and coordination of formal presentations and parent meetings.

* Interpret requests for information; determine appropriate information to be generated in order to respond to citizens, board members, news media and other staff on a variety of topics. Research, identify or prepare appropriate information for responses to such requests.

* Responsible for tracking program material inventories.

* Responsible for updating and distributing program manuals.

* Assist with program planning, including summer school.

* Answers main office telephone; assists cabinet members, principals, parents, district staff and community, providing administrative assistant support and backup for others in the Central Office Academic office, as necessary. Summarizes and prioritizes phone and other messages, responding for administrator as appropriate, directing calls to the appropriate person within the District.

* Schedules meetings maintains Outlook calendar, maintains daily schedule for administrator(s), organizes and prioritizes all communications within the division.

* Assists in preparation and organization of all meetings and special in-services. Prepares/types materials, assemble packets; arrange scheduling of speakers, and coordinate details. Prepares evaluations, organizes and reports the data back to the executive director.

* Attends meetings, records and transcribes minutes. Assists with the organization of District level meetings as necessary.

* Processes staff payroll; maintain records including extra compensation for training, in-service and curriculum development. Also processes numerous supplemental time sheets from schools confirming the account numbers and rates of pay.

* Assisting in the preparation and administration of department budgets, working directly with business office staff to maintain and monitor budgets for assigned areas.

* Distributes mail, compose and types correspondence, processes purchase orders and supply requisitions, budget transfers, fund transfers, mileage reimbursement forms and payment request forms. Conducts regular meetings with the Executive Director to provide updates on department expenses.

* Responsible for developing and maintaining work systems that provide effective organization and quality work for the department administrator.

* Organizes and maintains filing system for correspondence, information, data, records, etc.

* Interacts with co-workers, administration, scholars, parents & the community in positive, supportive and cooperative ways.

* Coordinate district wide…