Office Staff- El Secretary

(Using a computer is suggested to complete application. Phones are not always compatible.)
POSITION PROPERTIES
Position Title
Office Staff - EL Secretary
Schedule/Grade
Grade 28
Job Code
01Adsup220
FLSA
Non-exempt
Calendar
AD-SUP
Benefits
Eligible - 60 day waiting period
Contract Type
Notification
Bargaining Unit
None
Revised Date
05/08/2023
PURPOSE
This position is responsible for facilitating the work of the department of English Learners (EL). The EL secretary provides support to the EL director, building principals and support staff, district staff, as well as EL teachers and staff across the district. The EL secretary also serves as a liaison between the district and community organizations that support families of current and potential EL students. This position will also serve as the receptionist for the Family Welcome Center. Min & Max Starting Salary
ESSENTIAL RESPONSIBILITIES AND DUTIES
The secretary to the department of English Learners (EL) is responsible for duties including, but not limited to, the following:

• Significant use of the student information system:
  • input information during student enrollment
  • input and maintain information for federal and state reporting and funding
  • set up classes for EL teachers across the district
  • manage EL special permission information for EL students across the district
  • run reports, work with registrars, input test scores, etc.
• Significant use of Business Plus and purchasing card transactions:
  • manage three district budgets (two federal programs)
  • manage and process purchase orders
  • set up vendors
  • manage special payroll for EL teachers and interpreters across the district
• Build and maintain records for state reporting related to federal and state compliance and guidelines from the Office of Civil Rights regarding EL students, families, and programs
• Assist in the onboarding process for new interpreters, and process payroll submissions for district interpreters
• Assist buildings with the phone interpreting service, as needed, and help schedule interpreters for meetings across the district
• Coordinate ordering, administering, and submitting yearly EL student assessment, ACCESS
• Input new students into the online testing platform and help proctor the test sessions, assisting students with the technological components as they take the test, if needed
• Manage scheduling for EL screening; work directly with multiple community organizations to schedule and communicate information regarding EL screening
• Manage bussing lists for EL students and communicate often with the transportation department, teachers, families, and community organizations
• Input substitute requests and maintain professional leave forms for professional development related to EL
• Create and distribute EL mailings to families district-wide; implement mail merge and other such features for mass distribution of information; create and send translated messages through ParentLink to EL families in multiple language groups
• Assist in organizing and scheduling EL professional development, including processing mileage and travel reimbursements for EL teachers and staff
• Manage EL curriculum material orders and maintain check-out procedures and assigned lists
• Manage district EL curricular materials in the cataloging system, Destiny
• Make purchases for EL department and EL classrooms
• Demonstrate general clerical duties: answering the phone, filing, greeting patrons in the building, etc.
• Serve as the receptionist of the CPS Family Welcome Center and assist all families who visit the center
• Have a basic understanding of the departments in the welcome center, including district enrollment procedures, student services, summer school, EL, etc.

Perform other duties as necessary to support the mission and vision of Columbia Public School District.
DISTRICT EXPECTATIONS
All employees of the District are expected to adhere to the policies and regulations of the Board of Education, maintain appropriate certification and competencies necessary for the position, and demonstrate the values of the district at all times. For information on polices, regulations and values, visit http://www.cpsk12.org.
REPORTING RELATIONSHIPS
Reports To: Director of English Learners and Migrant Education
Supervises: N/A
QUALIFICATIONS
Minimum: High school diploma or GED
Preferred: College associates or 4-year degree preferred; minimum of one year of office clerical experience or equivalent preferred; bilingual preferred; Notary preferred
Other:

• Ability to maintain confidentiality
• Proficient knowledge of Microsoft Office software (Word, PowerPoint, Access, Excel, and Publisher)
• Excellent communication and organizational skills
• Ability to handle multiple tasks simultaneously
• Accurate and detail-oriented with data management skills
• Assumes responsibility without direct supervision
• Good public relations skills

Ideal candidate will have a professional and friendly demeanor with a demonstrated ability to work well with a variety of individuals in a fast-paced environment. Ideal candidate will be able to work both independently and with a team.
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skills and abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.
ADA REQUIREMENTS
Language: Read and interpret documents such as instructions and procedure manuals; Write simple reports and correspondence; Speak with colleagues, athletic staff, administration, and students.
Computation: Perform basic mathematical functions such as adding, subtracting, multiplying, and dividing
Reasoning: Interpret instructions furnished in written, oral, diagram or schedule form; Solve problems when such problems have a variety of concrete variables.
Technology: Demonstrate strong computer skills including word processing, spreadsheets, and databases; Learn new systems and software.
Other Skills and Abilities: Work closely with a variety of staff members and demonstrate excellent interpersonal
communication skills; Safeguard confidential information.
Physical Demands: While performing the duties of this position an employee is regularly required to sit, talk and hear; The employee is frequently required to move about and use fingers and controls; The employee is occasionally required to reach, bend, and lift and carry up to ten pounds; Close vision ability to look at a computer screen for long periods of time is required.
Attendance:Consistent and regular attendance is an essential function of this position.
Conditions and Environment: The work environment is frequently chaotic with many students and staff members present and speaking simultaneously.
Prospective and current employees with disabilities are encouraged to contact human resources to discuss reasonable accommodations to perform the essential job functions.
Equal Opportunity Employer