POSITION OVERVIEW
The Bilingual Office Assistant (OA) assists in performing the support functions required to run an efficient, thriving school – as well as a safe, clean, and welcoming learning environment. The OA supports KIPP staff in different capacities to provide maximum quality support to scholars, families, volunteers, visitors, and other key stakeholders. The Bilingual OA also holds a unique role as a key Spanish language communication lead for the school’s operations team with our Spanish-speaking families. This position would serve our KIPP Bloom Campus (5515 S Lowe) and report to the School Operation Leader.
Hours
Full Time, 40 hours per week, Monday - Friday
No earlier than 7:00am and no later than 5:30pm
Exact hours to be determined by manager
RESPONSIBILITIES
Manage student information system and student records
Maintain student records, ensuring files are accurate and up-to-date.
Create folders for newly-enrolled students, and remove/store folders for former students.
Use Powerschool, DeansList, & Aspen data systems on a daily basis.
Prepare materials for parent-teacher conferences: ensure each student has a report card, attendance letter, paycheck history, and other pertinent documents.
Assist with daily school operations
Communicate effectively in Spanish and English with students and families
Translate weekly newsletters and family communication in accurate written Spanish
Answer questions from and provide assistance to parents, students, and visitors.
Assist in implementing family communication systems (newsletters, mailings, flyers, etc.).
Check voicemails & e-mails from parents.
Manage inventory of supplies and uniforms.
Assist with teacher requests.
Assist with uniform sales.
Perform first aid and provide medical services to students as needed.
Ensure teachers’ lounges are fully stocked with supplies.
Support student arrival & dismissal processes.
Other duties as assigned by the Operations Leader.
Student enrollment
Support enrollment process: collect Enrollment Interest Forms, send accepting letters, manage waitlists, coordinate open houses, register students, schedule Commitment to Excellence conversations with parents & teachers, and enroll students in Aspen (including creating CPS student ID #s and contacting other schools to ensure proper transfer from those schools to ours).
Leave the school building to engage in enrollment activities (visiting, tabling at, and attending events at Early Childhood Centers and community organizations – and canvassing in parks and door-to-door in residential areas during spring & summer months).
Student attendance
Make calls to families of all students who are absent, every day, and log in DeansList.
Enter student attendance into DeansList (tardies, suspensions, hospitalizations, etc.).
Assist with attendance incentives for homerooms, grade levels, & families.
Assist with written notification to, and scheduling meetings with, families of students who have significant absences.