Function / Position Summary

Provide secretarial support to the Multilingual & Multicultural Education Department (MMED) staff through timely communications and directed procedures.  Assist the director with office relations and required reporting.  Provide support to the department in alignment with the expectations of the District under Federal and State regulations. Maintain confidentiality of student, staff, and department information within the department and community.

Job Duties / Responsibilities

• Answer phones, take messages, transfer calls, and accurately answer questions to all stakeholders.
• Interpret and/or translate in both English and Spanish for the MME department.
• Create queries that assist in the operations of the Multilingual & Multicultural Education Department for example; Weekly Student counts, discrepancies, Dual Language interest forms, establishing and maintaining official documents and like End-of-year documents, and monitoring exited EL students.
• Work in collaboration with other MMED office staff, schools, and families to assure the Dual Language interest form process is implemented successfully.
• Provide clerical support to the Family Welcome Center, as needed, with parent appointments and data entry related to the screening of students.
• Run reports, review, and assure the accuracy of student count data on a weekly basis by coordinating with the Home School Liaison of each EL school.
• Ensure data accuracy in Infinite Campus and other reporting tools as established by the District within the Student Information System, of all students participating in the multilingual programs and/or identified as ELs based on ISBE definition as well as updating records of withdrawal/Drops.
• Provide direct support to the Coordinators of MMED/director with tasks and projects related to meeting the goals of the multilingual programs. (e.g., dual language procedures, Program descriptions, Document control, teacher/school support, pre and post meetings/Professional Development work and set-up/dismantle, etc.)
• Work in collaboration with the Coordinator of MMED Data and Compliance with data, procedures, and documentation related to the identification, assessment, and placement of students served by the Multilingual & Multicultural Education Department as established by ISBE and the District.
• Assist the director and coordinators in the preparation of materials, presentations, canvas courses, copies and materials bins, and other resources in support of professional development activities for, including but not limited to, administration, teachers and Home School Liaisons.
• Assist with tasks supporting successful implementation of community/family engagement activities, as requested.
• Keep track of material and office supplies inventory and request more as needed on a monthly basis.
• Other duties as assigned.

Education

• High School diploma or equivalent required.
• Associates degree preferred.

Experience / Knowledge

• Five (5) years of secretarial experience (preferred).
• Bilingual � Spanish/English required.
• Proficient in Google Drive, Microsoft Word, Excel, PowerPoint, and Publisher, including Student Information System and familiarity with My Data Zone.
• Previous experience with multilingual programs (preferred).

Physical Demands

• Ability to work on a computer/telephone over the major portion of the day.
• Ability to lift up to 25 pounds.

SECRETARIAL CLASSIFICATION CRITERIA

(As defined in the 2022-2026 Agreement between District U-46 Secretarial Association and the Board of Education)

CLASSIFICATION A (Proficiently demonstrates all criteria listed)

• Ability to communicate and interact with staff and co-workers in a professional manner
• Demonstrates positive customer service skills
• Demonstrates confidentiality
• Ability to work independently
• Ability to prioritize tasks Demonstrates organizational skills
• Keeps accurate filing
• Maintain appropriate inventories and online file management
• Able to use office machines (ex. laminator, fax, intercom, phone, copier)
• Accurate typing/keyboarding
• Working knowledge of computer programs
• Willingness and ability to learn

CLASSIFICATION B (Proficiently demonstrates all criteria listed, including classification A)

• Perform receptionduties
• Perform student attendance duties
• Utilize excellent written and verbal communication skills (parents, staff and students)
• Responsible for tracking and balancing building/department expenditures (if applicable)
• Working knowledge of computer programs Word and Excel
• Willingness to learn and become proficient in advanced applications and specialized computer programs (Mail Merge, Student Information Systems, Business Portal, etc.)

CLASSIFICATION C (Proficiently demonstrates all criteria listed, including classification A+B)

• Demonstrates appropriate decision making in support of or in absence of director or supervising administrator
• Knowledge and ability to perform necessary tasks to ensure the smooth operation of the district level department/building
• Proficient in specialized computer programs and applications
• Responsible for creating and initiating written and verbal communication (community and district officials/representatives)
• Responsible for maintaining director or supervising administrator calendar/schedule (if applicable)
• Responsible for office management, environment, staff, finances (banking and financial software)
• Ultimately responsible for coordination, organization, facilitation of district level department/building

Terms of Employment

• This is a 12-month position.
• Salary and benefits as established by the Board of Education.
• Must be flexible to adjust work hours and/or location to assist with community/family engagement activities as needed.
• The starting rate for this role is $18.65/hr.