Office Staff- EL Secretary

(Using a computer is suggested to complete application. Phones are not always compatible.)

POSITION PROPERTIES

Position Title

Office Staff EL Secretary

Schedule/Grade

Grade 28

Job Code

FLSA

Nonexempt

Calendar

ADSUP

Benefits

Eligible 60 day waiting period

Contract Type

Notification

Bargaining Unit

None

Revised Date

05/06/2025

PURPOSE

This position is responsible for facilitating the work of the department of English Learners (EL). The EL secretary provides support to the EL director building principals and support staff district staff as well as EL teachers and staff across the district. The EL secretary also serves as a liaison between the district and community organizations that support families of current and potential EL students. This position will also serve as the receptionist for the Family Welcome Center.

ESSENTIAL RESPONSIBILITIES AND DUTIES

The secretary to the department of English Learners (EL) is responsible for duties including but not limited to the following:

• Significant use of the student information system:
• Input information during student enrollment
• Input and maintain information for federal and state reporting and funding
• Set up classes for EL teachers across the district
• Manage EL special permission information for EL students across the district
• Run reports work with registrars input test scores etc.
• Significant use of budget systems including Business Plus and purchasing card transactions:
• Demonstrate high level of proficiency in the budgeting process and manage multiple district budgets including federal programs budgets
• Develop or possess understanding of federal programs budgets and allowable expenditures within those budgets
• Process purchase orders
• Set up vendors
• Manage special payroll for EL teachers and interpreters across the district
• Build and maintain records for state reporting related to federal and state compliance and guidelines from the Office of Civil Rights regarding EL students families and programs
• Assist in the onboarding process for new interpreters and process payroll submissions for district interpreters
• Assist buildings with the phone interpreting service as needed and help schedule interpreters for meetings across the district
• Coordinate ordering administering and submitting yearly EL student assessment ACCESS
• Input new students into the online testing platform and help proctor the test sessions assisting students with the technological components as they take the test if needed
• Manage scheduling for EL screening; work directly with multiple community organizations to schedule and communicate information regarding EL screening
• Manage bus lists for EL students and communicate often with the transportation department teachers families and community organizations
• Support families community members and CPS staff with new enrollment and annual registration of current or potential EL students
• Assist in summer school enrollment procedures orders etc. as related to current or potential EL students
• Input substitute requests and maintain professional leave forms for professional development related to EL
• Create and distribute EL mailings to families districtwide; implement mail merge and other such features for mass distribution of information; create and send translated messages through CPS Messaging to EL families in multiple language groups
• Assist in organizing and scheduling EL professional development including processing mileage and travel reimbursements for EL teachers and staff
• Manage EL curriculum material orders and maintain checkout procedures and assigned lists
• Manage district EL curricular materials in the cataloging system Destiny
• Make purchases for EL department and EL classrooms
• Demonstrate general clerical duties: answering the phone filing greeting patrons in the building etc.
• Assist those who come to the CPS Family Welcome Center as needed
• Have a basic understanding of the departments in the Family Welcome Center including district enrollment procedures student services etc. and assist anyone who comes to the Family Welcome Center as needed

Perform other duties as necessary to support the mission and vision of Columbia Public School District.

DISTRICT EXPECTATIONS

All employees of the District are expected to adhere to the policies and regulations of the Board of Education maintain appropriate certification and competencies necessary for the position and demonstrate the values of the district at all times. For information on polices regulations and values visithttp://.

REPORTING RELATIONSHIPS

Reports To: Director of English Learners and Migrant Education

Supervises: N/A

QUALIFICATIONS

Minimum: High school diploma or GED

Preferred: College associates or 4year degree preferred; minimum of one year of office clerical experience or equivalent preferred; bilingual preferred; Notary preferred
Ability to maintain confidentiality
Proficient knowledge of Microsoft Office software (Word PowerPoint Access Excel and Publisher)
Proficient in budgeting processes and programming
Excellent communication and organizational skills
Ability to handle multiple tasks simultaneously
Accurate and detailoriented with data management skills
Assumes responsibility without direct supervision
Good public relations skills

The ideal candidate will have a professional and friendly demeanor with a demonstrated ability to work well with a variety of individuals in a fastpaced environment. The ideal candidate will have a strong desire to support students from various cultural backgrounds.

To perform this job successfully an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge skills and abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

ADA REQUIREMENTS

Language:Present information to teachers staff other administrators and boards. Respond to common questions and concerns. Interview students staff and teachers. Read analyze and interpret professional journals memoranda policies administrative procedures and statutes. Write business correspondence including staff memoranda and newsletter articles. Keep information confidential when required by law policy or the nature of a particular situation. These are essential functions of the job.

Computation:Work with mathematical concepts such as probability and statistical inference and analyze data for instruction. Apply concepts such as fractions percentages ratios and proportions to practical situations. Perform computer word processing (including spreadsheets) and internet research. Access and create reports using the Districts student information software and databases. These are essential functions of the job.

Reasoning:Define problems collect data establish facts and draw valid conclusions. Solve a variety of problems in many different situations. Interpret instructions presented in written oral diagram or schedule form. Demonstrate executive functions such as planning organizing remembering and regulating information and behavior as they pertain to student performance and achievement. These are essential functions of the job.

Technology:Access and create reports using the Districts student information software and databases. Readily utilize smart boards projectors and other instructional technology provided by the district. Adhere to all District policies and procedures regarding technology use. These are essential functions of the job.

Physical demands: Requires sedentary work involving standing or walking for brief periods exerting up to 10 pounds of force on a regular basis and considerable dexterity in operating office equipment. Consistent and regular attendance is an essential function of this position.

Environmental conditions:The work environment is consistent with a typical office environment.

These are essential functions of the job. Prospective and current employees with disabilities are encouraged to contact human resources to discuss reasonable accommodations to perform the essential job functions.

Prospective and current employees with disabilities are encouraged to contact human resources to discuss reasonable accommodations to perform the essential job functions.

Equal Opportunity Employer