Bilingual Office Clerk

ABOUT THE COMPANY

Samueli Academy is a non-profit 7-12 public charter school in Santa Ana, CA. Its mission is to ignite the passion within all students to reach their greatest potential through a nurturing and innovative learning environment. Samueli Academy offers youth an innovative and student-centered choice for their education. This includes on-site housing for foster youth who need a stable living environment in order for them to excel academically.

JOB DESCRIPTION

Position Title: Bilingual Office Clerk

Employment Classification: Full-time, Hourly, Non-exempt, Classified (12- months)

Reports to: Office Manager

Position Summary: Under the direction of the office manager and school administration, the Office Clerk is responsible for performing school office-related duties and administrative duties pertaining to the creation, maintenance, and updating of student records. This role is crucial to maintain evidence of college and career readiness and reduce barriers to entry into post-secondary institutions for students. This position requires attention to detail, accuracy, and a warm yet direct communication style so staff, students, and parents/caregivers are responsive to timely requests.

Requirements

Major Areas of Responsibility:

• Answering phones and greeting visitors
• Receiving and sorting incoming deliveries of mail/packages for the school 
• Maintaining a log of visitors
• Maintaining records in compliance with state and federal guidelines regarding student records 
• Filing, copying, translation work, etc.
• Maintaining records of student medications and immunizations in compliance with state and federal regulations
• Detailed and highly responsible administrative record-keeping and maintenance duties for student academic, testing, attendance and health information
• Maintaining and updating student cumulative and permanent records and records and inputting student data; processing and responding to requests for transcripts; processing student check-outs; maintaining logs and lists of students for various programs and purposes; acting as school's registrar; and performing related duties as assigned.
• Processing transcript requests, maintaining and updating permanent student records and registering and processing student check-outs. 
• Maintaining technical infrastructure of school master schedule in student information system (Aeries)
• Entering transcripts and minor scheduling adjustments
• Supporting students through the Dual Enrollment process and maintaining records of college special admission forms
• Supporting the Summer School planning and registration process, including identifying students with credit deficiencies, enrolling students, and communicating with parents
• Additional duties as assigned by direct supervisor.

Knowledge, Skill, and Experience Requirements: 

• Speak, read and write Spanish and English fluently
• Accuracy, attention to detail, and reading comprehension test
• Working knowledge of Google suite, Microsoft Word, and Excel or Google Sheets
• Comfort in making calls and greeting students and families in a professional setting
• Experience managing confidential records
• Physically work from campus on a daily set schedule
• Possess a valid California driver's license and proof of automobile insurance. Position requires DMV clearance.
• Pre-employment screenings include criminal background check, FBI/DOJ fingerprinting, TB test, drug screen, and previous employment verification.

Desired for the position:

• Some formal post-secondary training (college, technical programs, etc.)
• Experience in managing databases 
• Knowledge of Aeries or other Student Information system
• Experience with maintaining and sharing data

Essential Qualities:

• Understanding of and passion for the Academy's mission, vision, values.
• Possess the belief that all students, regardless of their economic or social demographics, deserve a quality education.
• Committed to creating a loving, supportive, and equitable community of learning.

Working Environment/Physical Requirements: 

• Primarily an office job. Physical requirements include standing, sitting, typing, bending and lifting up to approximately 40 lbs. Modification to work schedule may be made based on the business needs of the Academy.
• Modification to work schedule may be made based on needs of the Academy.

Samueli Academy is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race (including hair texture and protective hair styles such as braids, locks, and twists), religious creed (including religious dress and grooming practices), color, national origin, ancestry, physical disability, mental disability, medical condition, genetic information, marital status, sex (including pregnancy, childbirth, breastfeeding and/or related medical conditions), gender, gender identity (including individuals who are transgender and/or transitioning), gender expression, age, sexual orientation, reproductive health decision-making, military and veteran status, or any other protected group, in accordance with all applicable federal or State laws.