Office Clerk (Bilingual Spanish and English)

VOICES COLLEGE BOUND LANGUAGE ACADEMIES•Richmond, CA

12d•$25 - $30•Onsite

About The Position

Voices is a public charter school network with a mission to prepare all learners for the challenges of higher education through the context of an academically rigorous dual-immersion program. Every learner, regardless of home language, graduates bilingual and biliterate through our full-inclusion English and Spanish dual-language model. The Office Clerk will have strong project management and organizational skills, can work independently, and deeply believes in the mission and values of Voices. Reporting to the Principal and Business Manager, the Office Clerk will oversee the front office of the school and day-to-day front office operations, perform and coordinate varied and responsible secretarial and clerical functions, relieving the Principal/Business Manager of clerical and routine administrative details, including making frequent contacts with parents, students, and staff. The Office Clerk will also support enrollment, recruitment, and retention efforts, including prospective family outreach, school tours, enrollment follow-up, and family engagement. The Office Clerk will provide support for ELOP and enrichment programs and help ensure clear communication with families regarding program information and procedures. The ideal candidate will have an unwavering commitment to work in a mission-driven school environment. He/She will have the ability to maintain a pleasant demeanor and positive attitude in a high-traffic work area, with frequent interruptions by students, parents, and staff.

Requirements

High School diploma
Demonstrated passion for the mission, vision, and values of Voices Academies with a deep commitment to improving the lives of students from low-income communities
Excellent oral and written communication skills in English and Spanish
Outstanding written, speaking, and organizational skills with experience interacting with a broad range of stakeholders
Experience or commitment to public education, social justice, efficacy, and equity
High proficiency in Microsoft Excel, PowerPoint, Word, and Google Apps.
Works well in a high-pressure environment

Nice To Haves

Bachelor’s degree
Knowledge of and experience working with low-income communities preferred
Understanding of dual immersion instructional practices and school design and the unique characteristics of public charter schools is a plus

Responsibilities

Provide information and answer questions regarding school programs, policies, procedures, and regulations; relay information, messages, and directives from the Principal.
Track student attendance and tardiness; assist in verifying reasons for absence, admit tardy students to class, monitor student sign-out log, and verify adult authorization to remove students from school.
Monitor student permission slips and medication/health forms for field trips and ensure all medications are distributed appropriately.
Monitor and track that all necessary student forms are collected as needed.
Perform core office activities and administrative functions: phones, mail, ordering supplies, typing, maintaining the general files and databases.
Assist in providing information in person and via telephone; take and relay messages for staff and students.
Assist in maintaining and updating requirements for student immunizations and maintain records of medical testing (hearing, vision, scoliosis), student immunizations.
Assist in maintaining and updating student files and database (PowerSchool).
Assist with fundraising activities as necessary.
Maintain a variety of files and records which may contain confidential materials, including emergency contact information.
Assist with maintenance of office inventory supply.
Assist in preparation of bulletin boards, displays and other environmental presentations.
Assist in maintaining appropriate student behavior in an office setting.
Assist and support site administrative staff in all duties and functions in the school office as directed.
Ensure teachers are taking attendance on a daily basis.
Oversee the daily attendance process and create systems to ensure efficient monitoring of daily absences and tardies. Includes recording of absences on attendance Log Sheet, verifying teacher attendance submission by period, making phone calls home to unexcused absences, and running truancy reports.
Ensure weekly attendance reports by teachers are printed, have teacher signatures and are filed on campus.
Act as a receptionist to office visitors, initiate and receive a variety of telephone calls and provide information to parents, students, and the public.
Maintain and distribute office-generated forms and documents (Tuesday Envelope, testing documents, parent workshop surveys, sign-in sheets, etc.).
Make routine follow-up contact with parents, students, school officials, etc.
Refer matters requiring detailed policy decisions to immediate supervisor.
Translate materials as needed.
Support families with ParentSquare, forms, schedules, school procedures, and basic technology navigation.
Provide bilingual support/translation as appropriate and connect families to the correct staff member.
Answer basic family questions about ELOP/enrichment schedules, enrollment, pickup procedures, and program expectations using approved information.
Guide families with student-specific concerns, complaints, behavioral questions, or program decisions to the Dean of Culture and El Faro Site Coordinator.
Support clear family communication and follow-up without making commitments or decisions on behalf of El Faro.
Conduct timely outreach and follow-up with prospective families from initial inquiry through enrollment.
Provide school information, schedule and conduct tours, and guide families through the enrollment process.
Maintain accurate recruitment, application, enrollment, waitlist, and follow-up trackers.
Follow up on incomplete enrollment documents in coordination with the Business Manager.
Identify barriers affecting enrollment, conversion, or retention and communicate them to the appropriate leader.
Conduct retention outreach when families express concerns or indicate that they may leave.
Represent Voices WCC accurately and positively at recruitment events and in the community.
Protect student release, visitor access, and confidential information in accordance with school procedures.
Support enrollment documentation, tours, recruitment activities, and event logistics as assigned.
Support clear organization and cleanliness of the front office and avoid clutter.
Identify unresolved operational issues and communicate them promptly.
Refer serious complaints, custody/legal issues, discipline investigations, SPED decisions, and HR concerns to administration.
Other duties as assigned.