Bilingual Hmong / English Administrative Office Assistant

Summary

Description

Bilingual Hmong / English Administrative Office Assistant
This position will be for the 2024/2025 School Year

This role is responsible for the operations of the front office, front desk, general miscellaneous administrative duties, and serves as a backup to the Student Support Coordinator, Nurses Office and Office Manager

This is a 11-month (238-day) position, Paid over 12 months – Office Hours 7:30 am – 4 pm

Responsibilities:
Front Office/Front Desk

• Welcome students, parents, visitors and staff in a positive manner. Assist visitors signing in
• Answer phones, take messages, redirect calls and oversee the main office voicemail.
• Distribute and compose various student passes, contractor/sub badges and track all badges
• Manage daily log and pickup roster throughout the day
• Notify teachers of early pickups and print rosters before dismissal
• Update attendance by 9:30 am to avoid attendance discrepancies before calls go out to parents
• Keep front office presentable including wipe down of furniture, pens and door handles as needed
• Interprets Hmong for parents who need and direct Karen parents to our Karen staff to assist
• Oversee sorting and distribution of incoming mail, faxes and replenish forms in mailbox area
• Process outgoing mail, track postage needs and manage bulk mailings as needed
• Collect money for meals and device repairs; make receipts and update in the appropriate area
• Create and update HOPE shared form templates, POS snack tags and bus tags
• Keep contact lists up to date with extensions, walkies, phone numbers and keep in office space
• Update student attendance from Subs as needed
• Assist with the health office including breaks, overflow and absences
• Other duties as assigned

Transportation

• Oversee the daily transportation operations for students, including tracking bus schedules, routes, and student assignments.
• Communicate transportation details and updates to parents, staff, and transportation vendors.
• Coordinate transportation arrangements for field trips, extracurricular activities, and special events.
• Ensure compliance with transportation safety regulations and procedures. Address any transportation-related issues or concerns promptly and effectively.

Workroom/Equipment:

• Operate office equipment, such as copiers, printers, postage meter, laminator, etc.
• Assists with arranging maintenance for office machines throughout the school
• Monitor workroom tidiness including updating tags for mailboxes
• Oversee office supply inventory; update order list bi-weekly and submit order as needed

General Miscellaneous/Administrative:

• Assist with distributing and accepting student lunch applications
• Assist with uniforms including orders, organization and distribution
• Serve as backup to the Student Support Coordinator, POS staff and Health Office
• Performs miscellaneous duties assigned by the Office Manager
• Position may require after hours work as needed

Minimum Qualifications:

• High school diploma or GED certificate
• Preferred qualifications include a degree or equivalent work expierence
• Experience as a receptionist, general office or other clerical work in an office setting
• Able to communicate verbally in Hmong and English
• Proficient with general computer software; ability to learn new software programs as needed
• Strong written and verbal communication skills; strong interpersonal skills; must be able to communicate in Hmong.
• Ability to relate and communicate well to students, parents, colleagues and visitors
• Knowledge of and ability to use general office equipment
• Patience and ability to multi task dealing with constant interruptions

Working Environment:

• Duties are normally performed in a school/classroom environment; school building is a multi-level building that has an elevator and is accessible
• Position requires extensive interaction with children of all ages
• Duties may occasionally be performed on field trips away from school
• Duties may occasionally be performed in outdoor environments, such as athletic fields or playgrounds
• Duties may occasionally be performed in varying weather conditions, such as hot or cold weather.
• Possible exposure to loud and noisy locations (e.g. loud classrooms or cafeterias; children speaking or laughing loudly).

To apply send resumes to careers@hope-school.org