Executive Assistant- Emergent Bilingual

TITLE:  Executive Assistant                                                                                                                         Status:  Non-exempt                     

REPORTS TO: Director of Emergent Bilingual Services                                                                     Date Revised 3/26

Duty Days: 226                                                                                                                                                  Pay Grade: Clerk Scale

Job Description: The Executive Assistant assists the Director of Emergent Bilingual Services in maintaining an efficient and professional department office. Provide administrative and clerical support to ensure effective department operations and support services for campuses, staff, students, and families. Support district compliance with requirements related to Emergent Bilingual programs, including coordination and monitoring of Language Proficiency Assessment Committee (LPAC) processes.

Job Qualifications: High School diploma (some college preferred)

                              Strong clerical, organizational, and computer skills

                               Knowledge of or ability to learn LPAC procedures and state requirements for Emergent 

Bilingual programs

Essential Duties and Responsibilities:

1. Provide administrative and secretarial support to the Director of Emergent Bilingual Services.
2. Coordinate and maintain documentation to support district LPAC compliance, including monitoring timelines, records, and required documentation for Emergent Bilingual students.
3. Assist campuses with LPAC procedures, documentation, and compliance requirements in accordance with state and district guidelines.
4. Maintain student-related records and documentation associated with Emergent Bilingual program services.
5. Manage office communications including answering phones, greeting visitors, and responding to inquiries.
6. Communicate departmental and program updates with all staff on district campuses, parents, and administrators
7. Schedule appointments, maintain calendars, and coordinate meetings, including recording and distributing meeting minutes.
8. Prepare correspondence, maintain organized filing systems, and process incoming documents.
9. Submit purchase orders and assist with monitoring department budgets in accordance with district procedures.
10. Assist with inventory, ordering of office supplies, and distribution of departmental materials.
11. Assist in office management and training office workers.
12. Attend any professional growth seminars that are required by the Director of Emergent Bilingual Services.
13. Maintain confidentiality of sensitive student and personnel information.
14. Support an organized and efficient office environment and perform other duties as assigned by the Director of Emergent Bilingual Services. 

Mental Demands / Physical Demands / Environmental Factors 

Tools/Equipment Used:  Standard office equipment including personal computer and peripherals 

Posture:  Prolonged sitting; occasional bending/stooping, pushing/pulling, and twisting 

Motion:  Repetitive hand motions, frequent keyboarding and use of mouse; occasional reaching 

Lifting:  Occasional light lifting and carrying (less than 15 pounds)

Environment:  May work prolonged or irregular hour; occasional districtwide and statewide travel 

Mental Demands:   Work with frequent interruptions; maintain emotional control under stress   

This document describes the general purpose and responsibilities assigned to this job and is not an exhaustive list of all responsible and duties that may be assigned or skills that may be required.