Bilingual Administrative Assistant

Bilingual Administrative Assistant

Bruce Guadalupe Middle School - milwaukee, WI 53204

Overview

Position Type Full Time Job Shift Day Education Level High School Category Admin - Clerical

Description

The Bilingual Administrative Assistant plays a vital role in ensuring smooth daily operations within the school office while also providing specialized administrative and translation support to the Special Education and Pupil Services Department. This position serves as a welcoming and reliable point of contact for students, families, and staff, promoting strong communication and culturally responsive service for our bilingual community. The ideal candidate is highly organized, attentive to detail, and demonstrates discretion when handling sensitive and confidential student information. Must be adept at managing administrative tasks, coordinating schedules, and facilitating communication between school and agency leaders and departments. This role requires a proactive individual with exceptional attention to detail, excellent organizational skills, strong technology and digital skills, effective communication skills in both English and Spanish, and the ability to handle confidential and sensitive information with discretion.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

School Office Support:

• Serve as the first point of contact for families, students, and visitors in a professional, friendly, and service-oriented manner.
• Answer phones, respond to inquiries, and route calls or messages appropriately.
• Manage attendance, student records, and general office correspondence in accordance with school procedures and state reporting requirements.
• Support staff with school-wide communications, scheduling, and logistics for meetings, events, and family engagement activities.
• Maintain filing systems (electronic and paper) for student and staff documents, ensuring compliance with FERPA and confidentiality protocols.
• Assist in preparing letters, memos, and other school communications in both English and Spanish.

Pupil Services & Special Education Support

Provide administrative and clerical support to the Special Education and Pupil Services team, including scheduling meetings (IEPs, evaluations, and parent conferences), managing calendars, and preparing documentation.

• Translate and/or interpret during meetings, conferences, and communications between families and staff to ensure clear understanding and accessibility for Spanish-speaking families.
• Assist with the preparation, distribution, and tracking of special education documents and compliance reports.
• Support the collection, organization, and submission of data required for state reporting and audits related to pupil services.
• Coordinate with case managers, school psychologists, counselors, and other specialists to ensure accurate documentation and timely communication with families.
• Maintain confidentiality of all student records and sensitive information related to special education and student services.

Collaboration and Communication

• Work collaboratively with the front office team to ensure a welcoming, organized, and efficient office environment.
• Build strong, positive relationships with students, families, and staff that reflect the mission and values of UCC Schools.
• Translate school newsletters, forms, and notices to support consistent and equitable communication with families.
• Participate in staff meetings, training, and professional development as needed.
• Calendar Management: Efficiently manage the CAO's calendar, scheduling appointments, meetings, and conferences, while accommodating bilingual requirements as needed.
• Communication: Serve as the primary point of contact for internal and external communications, including screening calls and managing emails in both English and Spanish. Screen and prioritize incoming communications (emails, phone calls, mail) and respond or redirect as needed.
• Documentation: Prepare edit correspondences, school newsletters, parent and staff notifications, reports, presentations, and other documents as needed. Maintain documents, reports, and presentations on behalf of the CAO, ensuring accuracy and professionalism in both languages.
• Meeting Coordination: Arrange and coordinate meetings, including scheduling, preparing agendas, and organizing necessary materials, providing bilingual support as required.
• Financial Records and Budget Management: Manage and organize financial records and budget documentation for the academic department, ensuring accuracy and compliance with institutional policies and procedures, with bilingual proficiency.
• Information Management: Organize and maintain files, records, and databases, ensuring easy access and confidentiality in both English and Spanish.
• Data Analysis and Organization: Understanding of how to utilize database systems to export data, and manipulate data within spreadsheets (Excel and Google Sheets) to provide advanced analysis of school metrics. Understanding of how to collect, analyze, and interpret data related to student performance, attendance, behavior, and other school metrics.
• Travel Arrangements: Coordinate travel arrangements for the CAO, including booking flights, accommodations, and transportation, with bilingual proficiency in communication.
• Administrative Support: Provide general administrative support, such as filing, copying, and data entry, to ensure efficient operation of the academic office, including bilingual tasks.
• Information Management: Organize and maintain files, records, and databases, ensuring easy access and confidentiality in both English and Spanish.
• Event Planning: Assist in planning and coordinating academic events, workshops, trainings, and conferences as required, offering bilingual assistance where necessary.
• Collaboration: Collaborate with other administrative assistants and academic staff to ensure seamless operations and communication within the department, bridging language barriers as needed.
• Special Projects: Undertake special projects and assignments as delegated by the CAO, demonstrating flexibility and initiative, with bilingual capabilities.
• Translation: When needed, provide both verbal and written translations of communications between English and Spanish.

ADDITIONAL RESPONSIBILITIES:

• Manages information flow in a timely and accurate manner. Quickly understands needs and requests and directs inquiries and requests for support to the correct leader as warranted by priority and leader areas of expertise
• Shares information and updates with others, while ensuring clear, concise, and professional communication through reports, documentation, written and other communications.
• Responsible for written and verbal communications through letters, memos, and phone calls. Including screening calls, message taking, and setting up appointments.
• Support staff with committees as needed to achieve objectives, including, but not limited to, development of reports, agendas, minutes, timelines, action plans, correspondence, and other presentation materials, as needed
• Maintain an organized and friendly digital and physical filing system that is organized and categorized appropriately.

Performs other duties and responsibilities as assigned by their supervisor.

KNOWLEDGE, SKILLS, AND ABILITIES:

• Bilingual Skills: Fluency in both English and Spanish, with excellent written and verbal communication skills in both languages.
• Organizational Skills: Strong organizational skills with the ability to prioritize tasks and meet deadlines in a fast-paced environment.
• Attention to Detail: Exceptional attention to detail and accuracy in all tasks, with a commitment to maintaining confidentiality.
• Technical Skills: Proficiency in all Google Applications and programs, as well as Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software applications. Ability to learn new programs when required.
• Data Management Skills: Understanding of spreadsheets, data collection, and basic data analysis working with databases or data
• Adaptability: Ability to adapt to changing priorities and work effectively under pressure.
• Knowledge and familiarity with using Skyward Student Information System
• Team Player: Strong interpersonal skills and the ability to work collaboratively as part of a team.
• Discretion: Demonstrated ability to handle sensitive information with discretion and confidentiality.
• Initiative: Proactive approach to problem-solving and the ability to take initiative when necessary.
• Demonstrates the ability to multitask and prioritize work.
• Demonstrates the ability to work as a team as well as independently.
• Demonstrates respect towards the students, parents, and coworkers.
• Demonstrate the ability to listen to others and remain receptive to new ideas.
• Demonstrate the ability to address criticism in an appropriate manner and develop constructive outcomes.
• Demonstrate sustained effort and enthusiasm in the quality and quantity of work.
• Demonstrate the ability to establish and maintain positive, effective working relationships with staff, students, and the community.
• Demonstrate effective time management, organizational skills, and prioritization of work to meet the needs of the users.
• Demonstrate the ability to follow and communicate effectively, both orally and in writing.
• Demonstrate initiative, flexibility, and the ability to work independently.
• Demonstrate excellent human relations and interpersonal skills.
• Demonstrate a positive and enthusiastic attitude and disposition towards students, parents, staff, leaders, and community stakeholders.

Qualifications