Bilingual Office Assistant 3

Description

Essential Tasks

Bilingual Responsibilities:

• Use verbal and written interpreting Spanish skills to aid Spanish-speaking students and visitors while completing student intakes, collecting weekly attendance, and greeting the public.

• Serve as the first point of contact for the WorkFirst office via phone as well as in-person office visits.
• Maintain front office, inventory, and stockroom in a neat and orderly manner Provide accurate written and verbal information in response to inquiries from colleagues, students, and the public.
• Use a multi-line phone system to answer a large volume of calls to respond to inquiries about program information.
• Resolve student concerns and respond to student inquiries regarding the WorkFirst Program.
• Accurately keep confidential electronic and hard copy records, with attention to detail using approved archiving process.
• Collect all weekly attendance sheets submitted by WorkFirst students while checking for accuracy and answering questions when needed.
• Compose professional email and written correspondence to regularly communicate and respond to YVC and DSHS staff as well as community partners and students in a timely manner.
• Schedule meetings, and appointments, and manage Outlook calendars.
• Conduct Intake Appointments individually and in a group setting.
• Accurately perform complex word processing to include but not limited to creating spreadsheets and database files, and tracking of attendance in EJAS, Tutor Trac, and Canvas modules.
• Attend division/program monthly meetings upon request from WorkFirst.
• Respond to inquiries regarding rules, regulations, policies, and department services.
• Collaborate and maintain positive relationships with community partners.
• Assist with providing directions and training to work-study and part-time hourly employees.
• Assist with community training programs as needed.
• Responsible for archiving/purging students files on a yearly basis.
• Other: Perform other duties as assigned.

Qualifications

MINIMUM QUALIFICATIONS:

• High school diploma or GED, AND two years of full-time clerical experience in an office setting.
• Bilingual/bi-literate: English/Spanish.

• An earned Associate degree from a regionally accredited Institution.
• Ability to work effectively with a diverse population of students, faculty, and staff.
• Experience working in a busy office environment and working well under pressure.

• Work collaboratively with a diverse faculty, staff, students, public, and community partners to create a positive work environment.
• Interpret and implement rules/regulations.
• Work independently and meet deadlines as necessary.
• Communicate information clearly, concisely, and logically both in writing and orally.
• Read and comprehend advanced instructions, operating manuals, correspondences, and memos (English/Spanish).
• Ability to quickly learn new software applications (i.e., Microsoft Office Applications, EJAS, CTC Link).

• Regulations, rules, policies, procedures, processes, materials, or equipment applicable to the institution and department.

Supplemental Information

• A cover letter describing how you meet the qualifications of this position (a generic cover letter will not be accepted)
• A current resume (a resume will not substitute for the "work experience" section of the online application)
• Three (3) professional references (personal references do not count as professional)
• Unofficial transcripts for confirmation of degree (if minimum qualifications require a degree). The successful candidate will be required to submit official transcripts at time of hire.
• Certifications/Credentials as required for fulfillment of the minimum qualifications.