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Bilingual Administrative Office Assistant
Bilingual Administrative Office AssistantUnited Community Center • Milwaukee, WI, United States
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Bilingual Administrative Office Assistant

Bilingual Administrative Office Assistant

United Community Center • Milwaukee, WI, United States
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Job Details

Job Location

Bruce Guadalupe Middle School - milwaukee, WI

Position Type

Full Time

Education Level

High School

Job Shift

Day

Job Category

Admin - Clerical

Description

The Bilingual Administrative Assistant ensures the smooth daily operations of the school office while 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-fostering clear communication and culturally responsive service within our bilingual community.

The ideal candidate is highly organized, detail-oriented, and exercises sound judgment when handling sensitive or confidential student information. This individual effectively manages administrative tasks, coordinates schedules, and facilitates communication across school and agency teams. Strong proficiency in technology, excellent organizational and communication skills in both English and Spanish, and the ability to maintain confidentiality are essential.

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 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 organized digital and physical files for special education records, ensuring compliance with FERPA, IDEA, and district recordkeeping policies.
  • Prepare and translate school communications (letters, memos, announcements) in English and Spanish.
  • Work collaboratively with the front office team to ensure a welcoming, organized, and efficient school 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 ensure equitable and consistent communication with families.
  • Participate in staff meetings, trainings, and professional development as assigned.

Pupil Services & Special Education Support

  • Provide administrative support to the Special Education and Pupil Services team, including scheduling meetings (IEPs, 504s, evaluations, and conferences), managing calendars, and preparing required documentation.
  • Ensure meeting notices, consent forms, IEP documents, and related paperwork are prepared, proofread, and distributed in compliance with state and federal timelines.
  • Translate and / or interpret during meetings and communications to ensure accessibility and understanding for Spanish-speaking families.
  • Track and monitor IEPs, reevaluations, and compliance deadlines, providing reminders and updates to staff as needed.
  • Collect, organize, and submit data and documentation required for district and state reporting or audits.
  • Collaborate with case managers, school psychologists, counselors, and other specialists to ensure accurate documentation and timely communication with families.
  • Maintain strict confidentiality of all student information and records.

    • ADDITIONAL RESPONSIBILITIES :

  • Manage information flow efficiently, prioritizing requests and directing inquiries to the appropriate leader or department.
  • Communicate clearly and professionally through reports, documentation, and correspondence.
  • Support staff committees and initiatives by preparing reports, agendas, minutes, timelines, and presentation materials.
  • Maintain an organized and accessible digital and physical filing system.
  • Perform other duties and responsibilities as assigned by the supervisor.

    • Performs other duties and responsibilities as assigned by their supervisor.

    INTENDED OUTCOMES AND SUCCESS MEASURES :

  • Daily office operations run smoothly and efficiently, meeting the needs of students, families, and staff.
  • Administrative tasks are completed accurately, on time, and with attention to detail.
  • Records and documentation are organized, accessible, and maintained in full compliance with district and state requirements.
  • Families experience the office as welcoming, supportive, and responsive.
  • Communication with families is timely, clear, accurate, and culturally and linguistically responsive.
  • The assistant effectively bridges communication between English- and Spanish-speaking families through translation and interpretation support.
  • Student information systems and records are managed with precision, discretion, and confidentiality.
  • Reports, data submissions, and required documentation are completed accurately and on schedule.
  • The assistant proactively supports the principal, administrative team, and teachers by anticipating needs and coordinating logistics for meetings, events, and professional development.
  • The school office operates as a calm, organized, and professional hub for the school community.
  • The assistant models professionalism, warmth, empathy, and respect in all interactions, upholding school policies, procedures, and ethical standards.
  • Contributes to a collaborative, solutions-oriented, and inclusive office culture that reflects the mission, vision, and values of the school.
  • Continuously seeks opportunities to streamline workflows, improve communication systems, and enhance office efficiency.
  • Recognized as a dependable, proactive, and responsive member of the school team who maintains confidentiality and builds trust across the community.

    • Performs other duties and responsibilities as assigned by their supervisor to support students, colleagues, or the school community.

    KNOWLEDGE, SKILLS, AND ABILITIES :

  • Bilingual Skills : Fluency in both English and Spanish, with excellent written and verbal communication skills in both languages.
  • Organizational Skills : Strong organizational skills with the ability to prioritize tasks and meet deadlines in a fast-paced environment.
  • Attention to Detail : Exceptional attention to detail and accuracy in all tasks, with a commitment to maintaining confidentiality.
  • Technical Skills : Proficiency in all Google Applications and programs, as well as Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software applications. Ability to learn new programs when required.
  • Data Management Skills : Understanding of spreadsheets, data collection, and basic data analysis working with databases or data
  • Adaptability : Ability to adapt to changing priorities and work effectively under pressure.
  • Knowledge and familiarity with using Skyward Student Information System
  • Team Player : Strong interpersonal skills and the ability to work collaboratively as part of a team.
  • Discretion : Demonstrated ability to handle sensitive information with discretion and confidentiality.
  • Initiative : Proactive approach to problem-solving and the ability to take initiative when necessary.
  • Demonstrates the ability to multitask and prioritize work.
  • Demonstrates the ability to work as a team as well as independently.
  • Demonstrates respect towards the students, parents and coworkers.
  • Demonstrate the ability to listen to others and remain receptive to new ideas.
  • Demonstrate the ability to address criticism in an appropriate manner and develop constructive outcomes.
  • Demonstrate sustained effort and enthusiasm in the quality and quantity of work.
  • Demonstrate the ability to establish and maintain positive, effective working relationships with staff, students, and the community.
  • Demonstrate effective time management, organizational skills, and prioritization of work to meet the needs of the users.
  • Demonstrate the ability to follow and communicate effectively, both orally and in writing.
  • Demonstrate initiative, flexibility, and the ability to work independently.
  • Demonstrate excellent human relations and interpersonal skills.
  • Demonstrates a positive and enthusiastic attitude and disposition towards students, parents, staff, leaders, and community stakeholders.

    • Qualifications

  • Education : High school diploma or equivalent; associate degree or higher preferred.
  • Experience : Minimum of 2 years of administrative or office support experience, preferably in an educational or nonprofit setting.
  • Full professional fluency in English and Spanish (both written and verbal).
  • Strong organizational skills and attention to detail.
  • Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and Google Workspace.
  • Excellent interpersonal and communication skills with a customer-service mindset.
  • Ability to handle confidential and sensitive information with discretion and professionalism.
  • Strong time-management skills and the ability to multitask in a fast-paced environment.
  • The candidate should be able to work independently with little direct supervision, work as part of a team, accept responsibilities, and be self-motivated.
  • Must display effective multi-tasking and time management skills.
  • Familiarity with IDEA, Section 504, and special education compliance requirements.
  • Experience with student information and special education data systems (e.g., Skyward, Go IDEA, WISEdata).

    • PHYSICAL REQUIREMENTS :

  • Ability to move around the classroom and school environment, including bending, kneeling, standing, walking, going up and down stairs, and sitting for extended periods of time.
  • Visual and auditory acuity to supervise students and respond to classroom needs.
  • Ability to exert up to 25 pounds of force to lift, carry, push, pull, or move objects such as educational materials or classroom supplies.
  • Must be able to monitor student safety and physically assist students when necessary (e.g., guiding younger students, supporting classroom transitions).
  • Manual dexterity to operate computers, classroom technology, and teaching tools and to engage in repetitive movement of wrists, hands, and fingers (typing and / or writing).
  • May require extended screen time for lesson planning, grading, or communication and to work frequently at close visual range
  • Ability to receive and respond to oral communication.

    • WORKING CONDITIONS :

  • Work is generally performed in a classroom / school / office environment with regular interaction with students, staff, and families, both inside the school campus environment, as well as occasionally outdoors (recess, field trips, dismissal, etc.).
  • May require supervision of students in varied settings (classroom, hallway, cafeteria, playground, outdoors, etc.)
  • Frequent contact with students, parents / guardians, support staff, and school administration.
  • May involve occasional exposure to childhood illnesses, noise, and frequent interruptions.
  • Must be able to manage multiple tasks in a dynamic, fast-paced educational setting.
  • Work schedule generally follows the school calendar, and may include morning arrival and / or after-school responsibilities (e.g., meetings, family nights, or other school events).
  • Noise level in the work environment is moderate to occasionally loud (examples : classroom with children, lunchroom with several classes, recess at playground with several classes of students playing, loud voices during classroom play or during recess, working with computers and printers, light to moderate traffic, and human voices)
  • May be required to operate a motor vehicle during the course of duties.
  • Reasonable accommodations may be made to help perform essential functions.
  • UCC provides reasonable accommodation to qualified individuals with disabilities.
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