Office Manager - Multilingual Services

Office Manager - Multilingual Services (JobID: 12802) Openings as of 5/29/2026 Date Posted: 5/27/2026 Location: Educational Service Center Date Available: July 1, 2026 Closing Date: 06/07/2026 Hours per Day: 8; $34.96 - $39.36 / hour, DOE Days of the Week: Monday, Tuesday, Wednesday, Thursday, Friday Shift Times: 8:00 - 4:30 Position Summary The Office Manager for Multilingual Services plays a critical role in maintaining positive public relations with staff, students, families, and the community. The individual in this position serves as the central administrative anchor of the Multilingual Services Department, supporting district-wide programs and services for over 7,000 multilingual scholars and their families representing more than 100 languages and cultures. The Office Manager performs a variety of duties to assist the Executive Director of MTSS and Multilingual Services team in both technical and routine administrative tasks, and serves as the primary liaison between the department, district staff, schools, families, vendors, and community partners. The role includes advanced secretarial and administrative duties, handling confidential information, ensuring smooth management of the department office, coordinating critical functions within the department, exercising independent decision‑making, maintaining federal, state, and grant‑funded budgets, and coordinating the District’s translation and interpretation services in support of the FWPS Language Access Plan. Essential Duties and Responsibilities Provide financial support for the department’s budgets, including federal, state, and grant funding; handle large sums of money, procurement card reconciliation, and monitoring of budget status; communicate with the administrator to ensure expenditures remain within budget. Provide secretarial services to the Executive Director of MTSS and the Multilingual Services team, including word processing, confidential communications, calendar management, and screening and handling of incoming telephone calls. Act as liaison between the Executive Director of MTSS and students, staff, families, schools, vendors, contracted interpreters/translators, and community partners; maintain readiness to answer questions and promote good public relations. Coordinate and provide work direction to other Multilingual Services office staff, ensuring secretarial functions are assigned, covered, and prioritized as needed (does not formally evaluate staff). Make decisions and resolve problems in the absence of, or on behalf of, the Executive Director of MTSS within established parameters. Be familiar with and meet deadlines associated with District, State, and Federal regulations related to multilingual learners, including Title III, the Transitional Bilingual Instruction Program (TBIP), and the Civil Rights Requirements for Multilingual Learners. Translation and Interpretation Services Oversee translation and interpretation services for the District, routing translation requests for district‑wide and school‑level documents and ensuring timely, accurate delivery in requested languages. Manage vendor contracts, such as Language Link and other contracted vendors. Maintain and update the roster of approved translators and interpreters, including credentialing and onboarding documentation. Track and reconcile translation and interpretation services across schools, departments, and funding sources. Language Access Plan Support Support implementation of the FWPS Language Access Plan by tracking language‑access requests from schools, departments, and families. Monitor District compliance with the Language Access Plan and maintain documentation of language‑access services provided. Communicate with schools, departments, and families regarding language‑access procedures and resources as needed. Reconcile data and prepare reports on language‑access service utilization, response times, and trends. Family Engagement Support family‑engagement events, including coordinating logistics for the Multilingual Parent Advisory Committee (MPAC), scheduling meetings, notifications, material preparation, interpretation services, and childcare. Coordinate multilingual family‑engagement events such as MPAC, district family events, and parent academies. Communicate with multilingual families regarding district programs, resources, and opportunities, ensuring communications are accessible in preferred languages. Monitor department budgets for Title III, TBIP, Dual Language grants, and the Refugee School Impact Grant. Prepare and request purchase orders, reimbursements, and contracts. Reconcile monthly transaction reports and track grant expenditures against approved budgets. Program / Administrative Support Monitor time and effort records for classified and certificated staff funded through Title III, TBIP, and other grant sources. Assist with annual iGrant applications and revisions for Title III and TBIP. Assist with year‑end reports to OSPI related to multilingual programs and grant funding. Assist with state and federal auditors as needed. Maintain asset inventory of items purchased for Multilingual Services programs. Coordinate program events: facilities, materials, and expenses. Coordinate program staff travel: airfare, lodging, registration, and reimbursements. Other Responsibilities Maintain calendar and schedule appointments and meetings for the Executive Director of MTSS. Attend meetings or other administrative activities for the purpose of taking minutes and notes. Assist in the coordination of department meetings and special events. Order, track, and maintain office and program supplies. Translate within scope of work as a multilingual staff member may be asked to do so. Required Qualifications High school diploma or equivalent. Three (3) years of increasingly responsible secretarial or administrative assistant experience. Proficiency in Microsoft Word, Excel, and PowerPoint. Database management experience. Positive evaluations. Work scheduled hours on a consistent basis. Criminal background clearance. Valid Washington State Driver’s License. Preferred Qualifications Bilingual or multilingual proficiency (oral and written). Knowledge of: School board policies and procedures. Database management. Microsoft Word, Excel, and PowerPoint. District, State, and Federal regulations related to multilingual programs, including Title III and TBIP. Civil Rights Requirements for Multilinguals in Washington State. The District’s current integrated accounting system. The District’s current Student Information software. Ability to: Organize and perform job responsibilities efficiently and independently without close supervision and pay strict attention to detail. Perform safety responsibilities while under pressure. Demonstrate basic knowledge of modern technology and willingness and ability to increase knowledge to proficiency. Speak, read and follow written or verbal communication; proofread effectively. Multi‑task and shift priorities to meet required deadlines. Work collaboratively with District staff and promote teamwork with co‑workers. Practice ethical and professional standards of conduct, including confidentiality requirements. Abide by Federal Way Public Schools’ Policies and Procedures. Perform the essential functions of the job with or without reasonable accommodations. Required Knowledge, Skills and Abilities Related to Cultural Competence and Equity Knowledge and awareness of own cultural identity and how this influences behavior, and desire to learn about the cultural identity of others. Ability to establish and nurture an environment that promotes cultural competence and equitable treatment of staff, students, and patrons of the District. Ability to understand and hold self and others accountable for promoting the District’s commitment to "Each Scholar: A Voice. A Dream. A Bright Future." Ability to recognize that each person is a unique individual even as we celebrate their group cultural heritage. Demonstrated commitment to advancing language access, equity, and inclusion for multilinguals and their families. Physical Demands The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions: Stand and walk, bend neck and back, use hands for repetitive grasping and pushing/pulling. Frequently sit for extended periods of time and use a computer screen and keyboard. Occasionally squat, kneel, use hands for fine manipulation, climb stairs or ladder, lift and reach overhead, and lift or carry. Regularly lift/carry up to 5 pounds; frequently lift/carry up to 15 pounds; occasionally lift/carry up to 25 pounds. Occasionally push/pull a maximum weight of 200 pounds. Work Environment The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions: Work in indoor conditions and near video display, moderate noise level. Deal with frequent interruptions, demanding deadlines, and regularly deal with angry and distressed employees and community members. Work Schedule Weeks 8 hours per day, Monday through Friday, 260 days per year. Reporting Relationship This position reports to, and is evaluated by, the Executive Director of MTSS. This position coordinates and provides work direction to other Multilingual Services office staff but does not formally evaluate them. Level of Compensation Level 6 on the FWEA‑ESP Salary Schedule. Classification History Created 5/2026. Disclaimer The preceding list is not exhaustive and may be supplemented as necessary. The statements contained herein reflect general details as necessary to describe the principal functions of this job, the scope of responsibility and the level of knowledge and skills typically required, but should not be considered an all‑inclusive listing of work requirements, skills or duties so classified. All personnel may be required to perform duties outside their normal responsibilities from time to time as needed. All employment open positions are made available on a nondiscriminatory basis without regard to race, color, creed, religion, sexual orientation, national origin, gender, age, disability or veteran status. Job descriptions are written as a representative list of the ADA essential duties performed by the entire classification. They cannot include, and are not intended to include, every possible activity and task performed by every specific employee. #J-18808-Ljbffr Federal Way Public Schools