SECTION II: JOB SUMMARY
The Community Education Secretary & District Interpreter Scheduler provides administrative support for the Volunteer and Family Involvement Coordinator, including work on special projects and being the lead scheduler for the Interpreter & Translation program.
SECTION III: ESSENTIAL DUTIES AND RESPONSIBILITIES
Family Involvement and Volunteer Programs
- Provide administrative support to the Volunteer and Family Involvement Coordinator, performing effectively in a fast-paced environment with multiple projects and deadlines.
- Assist Volunteer and Family Involvement Coordinator with special event coordination including Empty Bowls, employee charitable giving campaign, large group volunteer projects, and the School Board volunteer awards ceremony.
- Work cooperatively on behalf of Hopkins School District, communicating with surrounding districts, community organizations and agencies to maintain and foster partnerships.
- Oversee and generate Revenue and Expense reports for all Volunteer and Family Involvement budgets.
- Maintain database(s) for volunteer programs.
- Prepare materials for meetings and mailings.
- Schedule interviews with potential District volunteers, and assist Coordinator with interviews and reference calls.
- Follow up with District staff to ensure successful placement of volunteers.
- Point of contact for District-wide Interpreter program.
- Monitor electronic District Interpreter system, and process all requests from Staff, assuring each request is fulfilled.
- Manage the scheduling of all Interpreter appointments with staff and parents – District-wide.
- Process all Interpreter requests by assigning an appropriate Interpreter, preparing and distributing appointment contracts, and following up with the Interpreter and Staff member to verify each appointment.
- Responsible for the compilation and distribution of welcome packets for new interpreters (nametag, Interpreter protocol, payroll procedures, District information including school calendars, start and stop times, conference schedules and District maps).
- Prepare all documents necessary to generate payment for Interpreters and insuring payments are made weekly.
- Recruit new interpreters for all languages, ensuring all necessary hiring documents are completed.
- Assist cultural liaisons in staff development trainings for Interpreters.
- Establish and maintain the online library of translated District documents for staff access and take initiative to update documents annually.
- Assist in establishing and promoting best practices for interpreters and staff members in their work with parents and students.
- Assist in the preparation and editing of all School Board reports regarding the Interpreter program.
- Supply District departments with reports and data regarding the Interpreter program.
- Generate invoices for payment of TeleLanguage Service, and track TeleLanguage usage for reporting purposes.
- Create, produce, and disseminate information district-wide (emails, fliers, webpage) about all services - cultural liaisons, interpreters, translations, TeleLanguage, etc.
- Assist cultural liaisons and Coordinator as needed, including ordering supplies, mailings, and special projects
- Other duties related to the Interpreter program as assigned by Coordinator.
SECTION IV: KNOWLEDGE, SKILLS AND ABILITIES
- Be familiar with all Community Education programs so as to answer questions and direct phone calls to appropriate staff members
- Develop and maintain appropriate filing systems and fiscal operations
- Make appropriate decisions following department procedure.
- Serve as back-up to other clerical staff as needed.
- Miscellaneous clerical duties for Community Education Coordinators and other staff as needed.
- Other responsibilities as determined by primary supervisors.
- Proficient in cultural competency skills for professional interactions with diverse clients and staff
- Demonstrated experience and proficiency in positive customer service
- Experience working with the public in a busy and varied work situation
- Excellent internal and external oral and written customer service skills.
- Strong interpersonal skills
Other Skills & Abilities
- Technology-oriented with strong computer skills and the ability/enthusiasm to learn new programs.
- Knowledge of the following computer programs or equivalent: Microsoft Office, including Microsoft Word and Excel
- Demonstrated proficiency in database management
- Knowledge of business and letter forms
- Word processing skills with speed and accuracy
- Filing/organizational skills
- Quality writing and copywriting skills
- Strong proofreading, grammar, and spelling skills
- Accurate bookkeeping and budgeting skills
- Organizational skills for prioritizing work and assignments
- Able to function effectively in a fast-paced environment with constant interruption
SECTION VII: COMPETENCIES AND/OR VALUES COMMON TO ALL POSITIONS
- Ability to manage multiple projects independently, establish priorities, take initiative, problem-solve, meet deadlines, remain flexible, and work well under pressure with tight deadlines.
- Ability to gather, absorb, and synthesize information from a variety of sources.
- Ability to communicate clearly and effectively orally and in writing.
- Ability to creatively problem-solve and make decisions independently and with co-workers
- Ability to communicate and work effectively as a positive member of a team (dependable, willing to pitch in and help co-workers, maintain effectiveness during peak times, help create a positive work environment, etc.)
- Ability to seek out information necessary to complete responsibilities
- Ability to work effectively with people from different backgrounds and cultures.
- Ability to maintain confidentiality and integrity of employee, student & parent information
- Personal qualities should include: flexibility, dependability, comfortable meeting and getting to know new people, congenial in dealing with the public, ability to work effectively with others and under pressure
20 hours per week / Mon-Fri / 4 hours per day
- A clear and demonstrated commitment to the District mission, which is to ensure high quality, innovative, challenging education where all learners are valued and respected.
- Perform assigned responsibilities in a manner consistent with the District’s established Core Values.
- Advance the District’s mission and values through careful attention to the key issues of Learning, Environment and Resources.
Clerical Class III - $14.52 - $21.51 per hour