Administrative Assistant (Multilingual Learners & Language Access)

Woburn Public Schools

Administrative Assistant (Multilingual Learners & Language Access)

The Multilingual Learners & Language Access Administrative Assistant is an employee member of the school staff designated by the Superintendent of Schools. The purpose of this position is to assist the Director of Multilingual Learners in all duties necessary for the proper and efficient operation of the Multilingual Learner Department. Under the supervision of the Director of Multilingual Learners the Administrative Assistant will support the Multilingual Learner Department with all clerical needs and support districtwide interpretation and translation services enrollment processes and provide clerical and administrative support to the Director of Nursing/Health Services.

Report To:Director of Multilingual Learners

Work Year: 12 month position

Work Schedule: 8:00 AM to 4:00 PM (Summer hours may vary at the discretion of the Superintendent of Schools.)

Salary: $50364.00 (Per the CBA this salary is not negotiable.)

Minimum:

• Associates degree or equivalent from an accredited institution or relative business/professional experience.
• Proficiency with Microsoft Office and Google Suite.
• Strong interpersonal skills.
• Strong organizational skills and attention to detail.

Preferred:

• Experience working in a school or public-service setting.
• Experience working with culturally and linguistically diverse families.
• Bilingual (Spanish Portuguese or Haitian Creole)

Duties:

General Clerical Responsibilities

• Greet and assist families and staff visiting the Multilingual Learner / Enrollment Office.
• Answer phones and maintain accurate message logs.
• Complete copying scanning and clerical requests.
• Manage and distribute incoming and outgoing mail.
• Maintain office supplies inventory and ordering.
• Maintain confidentiality of all student and family information.
• Perform all other clerical and administrative duties associated with this position as assigned by the Superintendent of Schools Assistant Superintendents and/or the Director of Multilingual Learners.

Multilingual Learner Department Support

• Provide clerical and administrative support to the Director of Multilingual Learners.
• Maintain and organize student records and documentation related to Multilingual Learner services.
• Assist with scheduling meetings preparing materials and departmental correspondence.
• Support data entry tracking and organization of ML-related information including use of Elevation and PowerSchool.
• Assist with preparation of reports records requests and compliance-related documentation as directed.
• Support logistical preparation for Multilingual Learner language assessments as directed
• Assist with scheduling testing appointments and coordinating testing logistics with schools and staff.
• Prepare and distribute testing materials including creating and managing test tickets rosters and schedules.
• Support communication with schools and families regarding testing dates times and requirements.
• Maintain organized records related to language assessment logistics and testing schedules as directed.

Interpretation & Translation Services (Districtwide)

• Assist with all interpreter and translation requests districtwide.
• Support scheduling of interpreters for meetings conferences enrollment appointments and school events.
• Maintain accurate logs and records related to interpretation and translation services.
• Communicate scheduling information with schools families and service providers.

Enrollment Support

• Schedule and manage enrollment appointments for families.
• Enter Enrollment Student Data (Demographics and Contact Information) into the student information system.
• Support student enrollment and registration processes in collaboration with district staff and school offices
• Assist families with enrollment paperwork proof of residency and required documentation.
• Process and fulfill student records requests including Multilingual Learner records requests from other school districts in accordance with district procedures and confidentiality requirements.
• Maintain accurate enrollment-related records in district data systems.
• Support follow-up communication related to enrollment as assigned.
• Provide clerical and administrative support to the Director of Nursing/Health Services to support enrollment.
• Maintain confidentiality of all health-related information in accordance with district state and federal requirements.

At the Woburn Public Schools we are committed to cultivating an environment where diverse perspectives and backgrounds are embraced acknowledging that a team reflecting diversity of race color ancestry national origin religion age gender marital/domestic partner status sexual orientation gender identity disability status and veteran status allows us to serve our communities better. To that end Woburn Public Schools continues to be an Equal Opportunity Employer and a district member of Mass Partnership for Diversity in Education.

Required Experience:

Junior IC