Bilingual Administrative Assistant

Job DetailsJob Location: Bruce Guadalupe Middle School - milwaukee, WI 53204Position Type: Full TimeEducation Level: High SchoolJob Shift: DayJob Category: Admin - ClericalThe Bilingual Administrative Assistant plays a vital role in ensuring smooth daily operations within the school office while also providing specialized administrative and translation support to the Special Education and Pupil Services Department. This position serves as a welcoming and reliable point of contact for students, families, and staff, promoting strong communication and culturally responsive service for our bilingual community. The ideal candidate is highly organized, attentive to detail, and demonstrates discretion when handling sensitive and confidential student information. Must be adept at managing administrative tasks, coordinating schedules, and facilitating communication between school and agency leaders and departments. This role requires a proactive individual with exceptional attention to detail, excellent organizational skills, strong technology and digital skills, effective communication skills in both English and Spanish, and the ability to handle confidential and sensitive information with discretion.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

School Office Support:

Serve as the first point of contact for families, students, and visitors in a professional, friendly, and service-oriented manner.
Answer phones, respond to inquiries, and route calls or messages appropriately.
Manage attendance, student records, and general office correspondence in accordance with school procedures and state reporting requirements.
Support staff with school-wide communications, scheduling, and logistics for meetings, events, and family engagement activities.
Maintain filing systems (electronic and paper) for student and staff documents, ensuring compliance with FERPA and confidentiality protocols.
Assist in preparing letters, memos, and other school communications in both English and Spanish.

Pupil Services & Special Education Support

Provide administrative and clerical support to the Special Education and Pupil Services team, including scheduling meetings (IEPs, evaluations, and parent conferences), managing calendars, and preparing documentation.

Translate and/or interpret during meetings, conferences, and communications between families and staff to ensure clear understanding and accessibility for Spanish-speaking families.
Assist with the preparation, distribution, and tracking of special education documents and compliance reports.
Support the collection, organization, and submission of data required for state reporting and audits related to pupil services.
Coordinate with case managers, school psychologists, counselors, and other specialists to ensure accurate documentation and timely communication with families.
Maintain confidentiality of all student records and sensitive information related to special education and student services.

Collaboration and Communication

Work collaboratively with the front office team to ensure a welcoming, organized, and efficient office environment.
Build strong, positive relationships with students, families, and staff that reflect the mission and values of UCC Schools.
Translate school newsletters, forms, and notices to support consistent and equitable communication with families.
Participate in staff meetings, training, and professional development as needed.
Calendar Management: Efficiently manage the CAO's calendar, scheduling appointments, meetings, and conferences, while accommodating bilingual requirements as needed.
Communication: Serve as the primary point of contact for internal and external communications, including screening calls and managing emails in both English and Spanish. Screen and prioritize incoming communications (emails, phone calls, mail) and respond or redirect as needed.
Documentation: Prepare edit correspondences, school newsletters, parent and staff notifications, reports, presentations, and other documents as needed. Maintain documents, reports, and presentations on behalf of the CAO, ensuring accuracy and professionalism in both languages.
Meeting Coordination: Arrange and coordinate meetings, including scheduling, preparing agendas, and organizing necessary materials, providing bilingual support as required.
Financial Records and Budget Management: Manage and organize financial records and budget documentation for the academic department, ensuring accuracy and compliance with institutional policies and procedures, with bilingual proficiency.
Information Management: Organize and maintain files, records, and databases, ensuring easy access and confidentiality in both English and Spanish.
Data Analysis and Organization: Understanding of how to utilize database systems to export data, and manipulate data within spreadsheets (Excel and Google Sheets) to provide advanced analysis of school metrics. Understanding of how to collect, anal