JOB DESCRIPTION

Job Title:

Administrative Assistant for the Department of Language and Culturally Education

Job Summary: The Administrative Assistant for the Department of Bilingual and Dual Language plays a vital role in ensuring the efficient operation of the department by providing comprehensive administrative and clerical support. This position supports the goals of bilingual and dual language programs, facilitates communication with parents, students, and staff, and assists in maintaining accurate records. Additionally, this role actively supports the hiring process of visiting teachers.

Qualifications:

• High School Diploma or equivalent
• Bilingual required (English and Spanish)
• Experience working in a school environment is preferred.

Evaluation:

The performance will be evaluated in accordance with the Board’s policy on the Evaluation of Staff.

Reports to:

Director of Bilingual and Dual Language

Terms of Employment

This is a 12-month IMRF hourly position with a starting range of $20.00 to $22.00, established by the Board of Education. 

Compensation and Benefits:

The compensation package for non-union positions includes comprehensive medical, dental, and vision insurance, as well as a $50,000 term life insurance policy. Employees are eligible for paid vacation days based on their length of employment, and holidays are provided per district policy. Full-time employees receive two paid personal leave days per year. Tuition

reimbursement is available after the successful completion of the first year.

FLSA:

Non-Exempt

Administrative Support:

• Manage the day-to-day operations of the office, including phone calls, appointments, and visitor reception.
• Prepare, distribute, and file correspondence, reports, memos, and department documentation.
• Assist with the preparation and submission of state and federal reports for bilingual and dual language programs.
• Maintain the Director's schedule, including organizing meetings, events, and project timelines.

Communication:

• Act as the primary point of contact for parents, students, and staff regarding programrelated inquiries.
• Translate documents and communications between English and relevant language(s) as needed.
• Coordinate and facilitate communication between the department, schools, and community organizations.
• Assist in organizing and promoting department events such as parent meetings, workshops, and cultural activities.

Program Coordination:

• Support department initiatives by coordinating logistics for meetings, training sessions, and projects.
• Assist in managing student assessments, scheduling, and preparation of materials. Collaborate with the district’s technology department to ensure up-to-date digital resources.
• Monitor and manage inventory, ordering resources and supplies as necessary.

Financial Support:

• Assist with the preparation of the department’s budget, including tracking expenditures and processing purchase orders.
• Process expense reports.
• Coordinate with the business office on matters related to payroll and financial reporting.

Hiring Support:

• Provide administrative support in the recruitment and hiring of visiting teachers, including coordination of interviews, onboarding, and communication with relevant stakeholders.
• Facilitate communication between visiting teachers and district personnel, ensuring proper documentation and compliance.

Other Duties:

• Participate in professional development opportunities to stay current with best practices in bilingual and dual language education.
• Perform other duties as assigned by the Director of Bilingual and Dual Language
• Programs to support the needs of the department.

Required Knowledge, Skills, and Abilities:

• Proficiency in both English and the relevant language(s) spoken in the district.
• Strong organizational skills with the ability to manage multiple tasks and prioritize effectively.
• Excellent written and verbal communication skills.
• Proficient in Google Suite and other office-related software.
• Ability to work independently and collaboratively within a team.

Physical Demands: The physical demands of this position include frequent sitting and standing for extended periods of time. Employees may reach overhead as well as above the shoulders and horizontally.

ADA: The employer will make reasonable accommodations in compliance with the Americans with Disabilities Act of 1990. This job description will be reviewed periodically as duties and responsibilities change with business necessity. Essential and marginal job functions are subject to modification.

This job description is intended to describe minimum qualifications and duties and responsibilities performed by employees assigned to this position and is not an exhaustive list of all duties and responsibilities. The District reserves the right to amend and change the position responsibilities to meet District needs as necessary.