Bilingual Office Administrative Assistant

Pan American Academy Charter School • Philadelphia, PA

8h • Onsite

About The Position

The Office Administrative Assistant plays a key role in supporting the school's main office operations, overseeing attendance records, assisting with student registration and providing bilingual communication services, including translation and interpretation for Spanish-speaking families. This position requires excellent organizational skills, attention to detail, and the ability to manage data, handle complex administrative tasks, and effectively communicate in both English and Spanish.

Requirements

• Associate's degree in a related field (e.g., Office Administration, Business, or Education).
• Fluency in both English and Spanish (spoken and written).
• Strong organizational, multitasking, and data management skills.
• Excellent communication and customer service skills.
• Proficient in Google Suite or Microsoft Office and familiar with school database systems (e.g., PowerSchool, Infinite Campus).
• Experience in an administrative or clerical role, preferably in a school setting.
• Ability to handle confidential information with discretion and professionalism.

Responsibilities

• Serve as the primary receptionist, professionally greeting and assisting students, parents, staff, and visitors, ensuring a welcoming and organized main office environment.
• Answer phones, direct calls, and provide accurate information in both English and Spanish to students, parents, and staff.
• Receive, sort, and distribute incoming mail and packages to the appropriate staff and departments in a timely and efficient manner.
• Assist parents with student registration, guiding them through the enrollment process, completing necessary forms, and ensuring all required documentation is submitted.
• Manage and analyze student attendance data, ensuring accurate record-keeping in the school's attendance system, and generating reports for school leadership as needed.
• Proactively communicate with parents about attendance issues, such as absences and tardies, and collaborate with administration to address trends or concerns.
• Provide oral interpretation during meetings, parent-teacher conferences, and phone calls for Spanish-speaking families, ensuring clear and precise communication.
• Translate complex written documents, including school policies, forms, and official communications into Spanish, ensuring clarity and accessibility for Spanish-speaking families.
• Assist with coordination and logistical support for school events, meetings, and activities, working closely with staff to ensure proper preparation and follow-up.
• Maintain and organize student records, utilizing school database systems to update information, generate reports, and ensure data accuracy.
• Collaborate with office staff to develop process improvements in administrative functions and optimize workflows.
• Handle sensitive information with the highest level of confidentiality and professionalism.
• Provide backup support in other areas of the school office, including assisting administration with special projects or reports.

Benefits

• Medical, dental and vision benefits, which include mental health visits at the primary copay rate and a healthy pregnancy maternity program
• Up to 8 free counseling/therapy sessions annually through Employee Assistance Programs
• Flexible Savings Accounts for Health, Dependent Day Care & Commuter Reimbursements
• Retirement Plan Contribution
• Paid time off for sick days, personal days, holidays and vacation
• Opportunities for professional development, including workshops, conferences, and training sessions.
• Team building, appreciation days, supportive and collaborative environments
• Employee Referral Bonuses

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree