Multilingual Program Secretary (Educational Resource Center) - Pos #10327299

Job Summary/Definition

Under direction of an assigned supervisor, perform a variety of responsible clerical duties in support of an assigned district program or function; answer telephones, maintain records, type materials, translate materials, and operate a variety of office machines and equipment; provide specialized assistance and information to district employees, administrators, the public and others regarding assigned program or function. Multilingual Program Secretary will order and coordinate materials for assigned program, work closely with Multilingual Learner Program staff at school sites, and assist in implementation of various language acquisition programs. The Multilingual Program Secretary is the experienced level of the series. Duties require the exercise of sound judgment in interpretation and application of standard practices and procedures or in modification of existing methods to complete assignments. The Multilingual Program Secretary coordinates the annual State mandated English Language proficiency assessment program including ordering and distribution of materials, test security, coordination of delivery to and from the State, and reporting of results.

Examples of Duties/Responsibilities

1. Perform a wide variety of responsible clerical duties related to assigned district program or function
2. Elicit community support and volunteers. Communicate with school sites.
3. Type, format, edit, proofread and translate correspondence, memoranda, reports, bulletins, handbooks, questionnaires, requisitions, contracts and other materials from rough drafts or verbal instructions.
4. Compile, assemble, organize and tabulate statistical data for inclusion in departmental records and reports.
5. Provide specialized assistance and information to callers and visitors regarding the assigned program or function.
6. Prepare and maintain detailed and comprehensive records, files, logs and lists related to the assignment.
7. Answer telephones and greets office visitors, providing information, assistance and directions as appropriate; take and relay messages.
8. Receive, record, and process a variety of departmental forms in accordance with established procedures.
9. Revise district forms as needed to meet State and district needs.
10. Operate a variety of standard office equipment including calculator, copiers, microcomputers, printers, peripheral equipment, and software, including MS Office Suite and others as needed.
11. Perform a wide variety of responsible secretarial and clerical duties for the enrollment of students.
12. Order, store and issue office supplies.
13. Schedule and coordinate meetings, appointments and travel arrangements.
14. Train and provide work direction to clerical assistants as assigned.
15. Conduct data searches for relevant resources supporting various District needs.
16. Coordinate and assist parent education programs and interface with other county agencies for these trainings.
17. Maintain data regarding various State and District programs including ELPAC, DELAC, etc.
18. Perform related duties as assigned.

Qualifications Guide

Knowledge and Abilities

Knowledge of:

1. School and community leadership skills.
2. Good organizational and interpersonal skills.
3. Modern office practices, procedures and equipment.
4. PowerSchool, CALPADS, TOMS, and other District and State computer data bases for English Learner records and data.
5. Correct English usage, spelling, grammar, punctuation and other designated language as appropriate.
6. Receptionist and telephone techniques.
7. Filing systems and recordkeeping techniques.
8. Oral and written communication skills.
9. Bilingual proficiency.
10. Computer skills and necessary equipment and software.
11. Fluency, correct usage, spelling, grammar, and punctuation in a second language (Spanish preferred).
12. Multi-cultural concepts and sensitivity to diversity.

Ability to:

1. Translate both written and oral.
2. Perform responsible clerical duties in support of an assigned program or function.
3. Establish and maintain comprehensive departmental records, logs and lists. Prepare, format, type, edit and proofread a variety of written materials.
4. Operate standard office equipment including copiers, calculator, microcomputers, printers, peripheral equipment and software.
5. Greet visitors and answer telephones, providing specialized information, assistance and directions.
6. Learn, interpret, apply and explain rules, regulations, policies and procedures related to the assignment.
7. Independently perform difficult clerical work with speed and accuracy. Understand and carry out oral and written instructions.
8. Establish and maintain cooperative and effective working relationships with others.
9. Meet schedules and timelines.

Training/Education and Experience

Any combination equivalent to graduation from high school including or supplemented by courses in office practices and experience in translating and working with the bilingual community. Prefer experience working in schools.

Working Conditions/Physical Requirements:

Office environment.

Work Year

11-month/8.0 hour

8:00 am-4:30 pm

Salary Classification: 26