Bilingual Office Administrative Assistant

Office Administrative Assistant

The Office Administrative Assistant plays a key role in supporting the school's main office operations, overseeing attendance records, assisting with student registration and providing bilingual communication services, including translation and interpretation for Spanish-speaking families. This position requires excellent organizational skills, attention to detail, and the ability to manage data, handle complex administrative tasks, and effectively communicate in both English and Spanish.

Key Responsibilities:

• Serve as the primary receptionist, professionally greeting and assisting students, parents, staff, and visitors, ensuring a welcoming and organized main office environment.
• Answer phones, direct calls, and provide accurate information in both English and Spanish to students, parents, and staff.
• Receive, sort, and distribute incoming mail and packages to the appropriate staff and departments in a timely and efficient manner.
• Assist parents with student registration, guiding them through the enrollment process, completing necessary forms, and ensuring all required documentation is submitted.
• Manage and analyze student attendance data, ensuring accurate record-keeping in the school's attendance system, and generating reports for school leadership as needed.
• Proactively communicate with parents about attendance issues, such as absences and tardies, and collaborate with administration to address trends or concerns.
• Provide oral interpretation during meetings, parent-teacher conferences, and phone calls for Spanish-speaking families, ensuring clear and precise communication.
• Translate complex written documents, including school policies, forms, and official communications into Spanish, ensuring clarity and accessibility for Spanish-speaking families.
• Assist with coordination and logistical support for school events, meetings, and activities, working closely with staff to ensure proper preparation and follow-up.
• Maintain and organize student records, utilizing school database systems to update information, generate reports, and ensure data accuracy.
• Collaborate with office staff to develop process improvements in administrative functions and optimize workflows.
• Handle sensitive information with the highest level of confidentiality and professionalism.
• Provide backup support in other areas of the school office, including assisting administration with special projects or reports.

Qualifications

• Associate's degree in a related field (e.g., Office Administration, Business, or Education).
• Fluency in both English and Spanish (spoken and written).
• Strong organizational, multitasking, and data management skills.
• Excellent communication and customer service skills.
• Proficient in Google Suite or Microsoft Office and familiar with school database systems (e.g., PowerSchool, Infinite Campus).
• Experience in an administrative or clerical role, preferably in a school setting.
• Ability to handle confidential information with discretion and professionalism.

Employee Benefits & Perks:

• Medical, dental and vision benefits, which include mental health visits at the primary copay rate and a healthy pregnancy maternity program
• Up to 8 free counseling/therapy sessions annually through Employee Assistance Programs
• Flexible Savings Accounts for Health, Dependent Day Care & Commuter Reimbursements
• Retirement Plan Contribution
• Paid time off for sick days, personal days, holidays and vacation
• We believe in the importance of ongoing professional development and provide opportunities for our employees to attend workshops, conferences, and training sessions.
• Want to have some fun, too? Yes, please! Enjoy team building, appreciation days, supportive and collaborative environments and much more!
• Employee Referral Bonuses. As a Pan American Academy Employee, we'll ask that you always keep your eye out for great talent to join our family. Consider yourself an extension of the recruitment team, scouting for the best people to support our students and school!

Work Schedule and Additional Information

• Full-time employment, 12-months, non-exempt
• This position is for in-person work at our location
• In some cases, the starting salary may be non-negotiable
• To be eligible to work for Pan American Academy Charter School, you must complete and submit background clearances and paperwork prior to your start date. We are able to accept clearances if they are less than one year old from the date a new employee presents them to Human Resources.
• You will receive further communication regarding this position via email. Check your email, including spam/junk folders, for these notices.

Disclaimer: The above statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified.

Nondiscrimination: Pan American Academy Charter School is committed to Equal Employment Opportunity regardless of race, color, national origin, gender, sexual orientation, age, religion, veteran status, disability, history of disability or perceived disability. If you need assistance or an accommodation due to a disability, you may email us at View email address on click.appcast.io or call at View phone number on click.appcast.io.