Administrative Assistant

Portland Public Schools, Maine, Portland, ME 04101, Openings : 1, Experience : Not Specified
Job Description :
    JobID: 3690
    Position Type:
    CENTRAL ADMINISTRATION/Administrative Assistant I
    Date Posted:
    Closing Date:

    The Administrative Assistant provides support to the Multilingual Intake/Family Welcome Center and the office of communication and community partnerships. Reports to the Executive Director of Communications and Community Partnerships

    1) Assist in the registration and enrollment of students with a home language other than English in a manner that is welcoming, timely, and efficient as well as linguistically and culturally appropriate.

    • Schedule appointments for families needing to register their children to school considering appropriate language access for families, potential need for special education services or social work support services, etc. and ensuring availability of the Language Assessment Specialist, Family and Community Engagement Specialist (FCS), and other special support personnel as needed
    • ?Review student/family documents for eligibility verification using birth documents (e.g. homeless/housed) for enrollment, school assignment, or grade assignment ???
    • Coordinate with school personnel and FCS to schedule the Family Meet and Greet appointment with the school welcome team
    • Prepare student cumulative folder for school use and maintain copies of initial enrollment documents in microfiche
    • Prepare Initial Eligibility letter and mail to families in the appropriate language
    • Ensure that the Intake rooms are clean, sanitized, and organized after each family intake during the course of the day
    • Review existing systems and forms for efficiency and delivery and make recommendations to the intake team

    2) Provide direct support to the Executive Director of Communications and Community Partnertships on projects, events and family/community engagement activties
    • Coordinate, schedule, and provide administrative support to various committees and departments such as Communications team, Community Coordinators, Family Partnership Advisory Committee, etc.
    • Assist in planning and coordination of family/community events
    • Distribute and collect survey responses and raw data
    • Performs other related duties, as assigned

    • Ability to display the highest level of professionalism, discretion, and confidentiality
    • ?Highly organized and detail-oriented
    • Considerable knowledge of PPS systems, practices, and procedures
    • Excellent oral and written communication skills
    • Ability to exercise independent judgment in assigned duties, and to deal effectively with PPS employees and the general public
    • Ability to schedule time and to handle multiple tasks in stressful situations


    • Associate Degree preferred
    • Experience working with multilingual populations a must
    • Must be fluent in English and another major language spoken by families enrolling in Portland Public Schools
    • Fluency in Microsoft Office products, Google, and other applications
    • Familiar with school enrollment systems such as Infinite Campus

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Last Date For Apply: 2023-10-08 00:00:00 Job Type : FULL_TIME, Employment Type : FULL_TIMEExpired