What are the responsibilities and job description for the Bilingual Secretary- Cypress, TX position at Bob Hope School (Cypress)?
OPENS: 03/03/2025
CLOSES: Until Filled
JOB TITLE: Bilingual Secretary
REPORTS TO: Campus Director
DEPT. / SCHOOL: Academic / Bob Hope School / Cypress Campus
WAGE / HOUR STATUS: Non-Exempt/Full Time
PAY GRADE: 2024-2025 Clerk Salary Schedule
PRIMARY PURPOSE:
Facilitate the efficient operation of the school administrative office and provide administrative assistance services to the school’s administrative staff.
QUALIFICATIONS:
Education:
- High School Diploma or GED; AA/AS or a minimum of 60 college credit hours preferred.
Special Knowledge/Skills:
- Spanish proficiency (verbal/written)
- Effective telephone, organizational, written communication and interpersonal skills
- Excellent typing and communication skills
- Ability to maintain confidentiality
- Team oriented and self-motivated
- Ability to maintain accurate and auditable records
- Ability to exercise judgment in correcting data errors or omissions
- Ability to meet established deadlines
- Ability to operate various office equipment (e.g. telephone, typewriter, fax machine, scanner, badge-maker, ID scanner/label-writer and other office equipment)
- Ability to effectively use Microsoft Office
Experience:
Minimum of one year administrative assistance experience preferred in a public school
MAJOR RESPONSIBILITIES AND DUTIES
- Assist Campus Director and central office administrative staff with clerical duties as assigned.
- Organize and maintain an efficient and effective office that handles a variety of tasks for the administration, faculty, students, and parents of the school.
- Perform secretarial and clerical tasks of a varied nature. Many tasks will require a thorough knowledge of the rules and regulations of the school, school’s system, and the frequent exercise of independent judgment within the scope of the authority granted by the Campus Director.
- Receive incoming calls, take reliable messages, and route to appropriate staff.
- Translate letters/documents and prepare mailings in both English and Spanish to parents, students, and staff.
- Maintain proper files to include inventory of school supplies, mailing lists, student’s records, visitor logs, and communication.
- Receive, store, and issue supplies and equipment.
- Distribute mail and handle correspondence of the office, responding to routine requests for information, transcribing, word processing, and proofing letters and responses.
- Type correspondences, make travel arrangements, and maintain records and files.
- Prepare purchase orders and requisitions for needed materials and release payment authorizations in a timely manner.
- Exhibit professional telephone etiquette utilizing both English and Spanish.
- Coordinate facilities and materials/equipment needed for meetings and events.
- Maintain a daily teacher attendance log and records for substitute teachers.
- Prepare instructional materials, meeting agendas, honor rolls, graduation lists as requested.
- Arrange appointments and maintain a schedule for the Principal or designee and assigned staff.
- Maintain a log of visitors to the school Assist the Principal or designee in the preparation of reports and documents by creating graphics and displays, using word processing and data management, creating an attractive presentation, copying, collating, and distributing final products.
- Create and maintain a clean, attractive, orderly, safe, and efficient office environment.
- Assist the Principal or designee and staff in handling interruptions and emergencies, calling for assistance when needed.
- Attend required staff meetings and serve, as appropriate, on staff committees.
- Continue to grow through collaboration with fellow staff members and participation in appropriate staff development and workshop programs.
- Display ethical and professional behavior in working with everyone who communicates or is associated with the office. Serve as a role model for students and staff in demonstrating positive attitudes, appropriate attire and grooming, accepting responsibility, and an effective work ethic.
- Greet/receive staff and direct them to appropriate office or meeting.
- Notify the front office backup support person when leaving and returning from station.
- Refer inquiries or problems to appropriate office.
- Maintain media file.
- Keep phone number and extensions directory up to date.
- Remain current on school information for the public, i.e., school calendar, campus bell schedules, etc.
- Attend district report card nights, ceremonies/celebrations as assigned.
- Type, reproduce and distribute notices to staff, students and parents.
- Work cooperatively with staff in other offices with the completion of large or time sensitive projects or emergencies.
- Ensure proper money handling procedures for funds collected from ID badges and lunch money, locking up, and turning in daily funds to the business office for deposit.
- Protect confidentiality of records and information about students and staff. Use discretion when sharing any such information within legal confines.
- Perform any duties and responsibilities that are within the scope of employment, as assigned by the Principal or designee, and not otherwise prohibited by law or regulation.
- Attend conferences with parents when needed for translation.
- Perform other duties as assigned.
WORKING CONDITIONS
Equipment Used:
Computer with appropriate software, printer, calculator, copier, facsimile machine, overhead projector, and other specialized equipment.
Mental Demands:
Reading; ability to communicate effectively (verbal); maintain emotional control under stress.
Physical Demands/Environmental Factors:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
1. Frequent standing, stooping, bending, twisting, kneeling, pushing, pulling, minor lifting and working on the floor
2. Move and carry small stacks of textbooks, media equipment, desks, and other equipment
3. May have exposure to biological hazards.
4. Occasional moderate lifting.
This job description has been reviewed to ensure that essential functions and basic duties have been included. It is intended to provide guidelines for job expectations and the employee's ability to perform the position described. It is not intended to be construed as an exhaustive list of all functions, responsibilities, skills and abilities. Additional functions and requirements may be assigned by supervisors as deemed appropriate. This document does not represent a contract of employment, and the District reserves the right to change this job description and/or assign tasks for the employee to perform, as the District may deem appropriate.
ABOUT BOB HOPE SCHOOL
Bob Hope School is a growing open-enrollment public charter school (non-profit) providing parents a choice in their child's education. Bob Hope Elementary is a Montessori / Dual-Language campus. Instruction is conducted in a two-way immersion program, where teachers fluent in English teach ELA and those fluent in Spanish teach SLA and are supported by teacher aides with a strong command of both languages. Campuses are located in Port Arthur, Beaumont, and Baytown, Texas. The Hughen Center, Inc. is the charter holder of Bob Hope School.
Bob Hope School provides equal employment opportunity for all applicants and employees. As an equal opportunity employer, we hire without consideration to race, religion, creed, color, national origin, age, gender, sexual orientation, marital status, veteran status or disability.
