Office Assistant Bilingual (Spanish/English) – Immediate Opening

East Bay Innovation Academy; Oakland (CA); On-site; USD 23,000 - 32,000; Full time

Job summary

East Bay Innovation Academy seeks a dependable Office Assistant to support front office services, attendance and records, campus access, and enrollment processes in our Oakland middle school. The role includes health support, meal service coordination, and family-facing communications in English and Spanish.

Reporting to the Office Manager, you will handle visitor reception, document tracking, and partnership with the Principal to maintain a welcoming environment and efficient school operations.

Qualifications

• Fluency in spoken English and Spanish is required.
• Experience in school or office administration, customer service, and data entry preferred.
• Ability to navigate and communicate with diverse families in a school setting.

Responsibilities

• Staff the front desk, greet visitors, answer calls, and route inquiries to appropriate contacts.
• Maintain attendance, enrollment, and health records in PowerSchool and related systems.
• Assist with enrollment outreach, tours, and family support activities.
• Support meal service logistics, scheduling, and parent communications.
• Ensure FERPA-compliant handling of student and family information.

Skills

Fluent English

Spanish fluency

Tools

Google Workspace

Student Information System

Job description

• Oakland, CA

About East Bay Innovation Academy

East Bay Innovation Academy (EBIA) is a public charter school in Oakland, CA serving students in grades 6-8. Our mission is to prepare a diverse group of students to succeed in college and to become thoughtful, engaged citizens who are leaders and innovators in a 21st-century global world. Through personalization, project-based learning, and the integration of technology, EBIA engages students in meaningful work that develops the competencies necessary for success in college, career, and civic life.

Our collaborative, interdisciplinary model reflects the racial, cultural, socioeconomic, and linguistic diversity of Oakland. We are committed to an inclusive school community where all students and families feel welcomed, supported, and connected.

Position Overview & Reporting Structure

EBIA seeks a dependable, organized, and service-oriented Bilingual Office Assistant to support its middle school operations and create a welcoming first impression for students, families, staff, and visitors. The position encompasses front office service, student attendance and records, campus access and safety, basic student health support, meal-service operations, and enrollment assistance. The Office Assistant reports directly to the Office Manager. The Principal provides oversight of performance expectations, schoolwide priorities, and enrollment-related assignments.

Key Responsibilities:

Front Office, Family Service & Communication

Staff the front desk; welcome, check in, and assist visitors; answer the main phone, return voicemail, route inquiries, and provide responsive, courteous service to families, students, and staff.

Monitor and respond to the general information inbox ([e-mail]), assigned email, and approved school communication channels throughout the day; document and escalate items requiring follow-up.

Help families navigate attendance, school schedules, office procedures, ParentSquare, forms, appointments, and appropriate school contacts; communicate directly with families in English and Spanish.

Maintain a clean, organized, welcoming reception area; receive and sort mail, handle routine filing and copying, and keep accurate records of outstanding office requests.

Assist with family-facing events, including orientation, Back-to-School Night, information nights, Student-Led Conferences, IEP meeting logistics, showcases, and promotion activities.

Campus Access, Student Release & Confidentiality

Follow authorized building-opening and closing procedures, including gates, doors, alarm systems, keys, and front-office coverage; help keep the campus secure during the school day.

Apply visitor check-in, identification, sign-in, and campus-access procedures; promptly notify administration about unexpected visitors, safety concerns, or unauthorized access attempts.

Verify every person requesting student pickup or student information against current PowerSchool contacts, applicable custody or educational-rights restrictions, and school authorization procedures; refer uncertainty to administration before any student release or disclosure.

Process early pickups and dismissals only in accordance with school procedures; contact classrooms discreetly without unnecessarily revealing confidential reasons for dismissal.

Protect student, family, health, personnel, and school information in accordance with FERPA, school policies, and applicable law; release records only after appropriate identity, legal authority, purpose, and approval have been verified.

Assist with emergency drills, communication, attendance accountability, and incident documentation as directed by school leadership.

Manage late-arrival sign-ins and tardy passes; enter and reconcile all tardies, attendance corrections, and early-dismissal records in PowerSchool accurately and promptly.

Monitor daily attendance documentation, respond to family attendance communications, and follow up with teachers or families to resolve discrepancies or missing information.

Prepare and distribute weekly Attendance Verification Forms (AVFs), track their completion, and update the attendance verification tracker.

Maintain organized, auditable attendance and student movement records; review late sign-in and early-pickup logs against PowerSchool to identify and correct missing entries.

Support attendance interventions by preparing documentation, coordinating with the Office Manager on SART/SARB workflows, and sending approved attendance notices or letters.

Student Records, Registration & Compliance

Maintain, organize, file, and securely store student cumulative records, enrollment forms, attendance documents, progress reports, and other required school records, including archival labeling and storage.

Process and track requests for cumulative files, transcripts, report cards, and educational records; verify authorization and required approvals before releasing or transferring any records.

Update student document tracking systems and contact families about missing registration, emergency contact, health, immunization, and other required documents; flag unresolved items to the Office Manager.

Help verify immunization documentation, including applicable seventh-grade requirements, and route health or eligibility questions to the appropriate authorized staff.

Support the Office Manager with data-quality checks, PowerSchool updates, student enrollment and withdrawal paperwork, audit preparation, and other reporting support within assigned access and training.

Independent Study & Attendance Follow-Up

Receive family requests for independent study and confirm requested dates and required information.

Prepare Independent Study Contracts; coordinate completion and required signatures with teachers, advisors, administrators, and families.

Maintain the Independent Study Tracker with dates, outstanding steps, signature status, follow-up notes, and links to completed signed contracts; follow through until requests are appropriately resolved.

Support attendance outreach, recordkeeping, and escalation for families whose students have attendance or documentation concerns.

Provide basic first aid within training and school protocols, including routine ice-pack and minor-wound assistance; promptly refer serious symptoms, head injuries, or emergencies to the appropriate trained staff and emergency response.

Document student injuries and health-office visits as required, communicate with authorized guardians when indicated, and maintain the confidentiality of health information.

Assist with scheduled student medication logistics and documentation only when authorized, trained, and following current written orders and school procedures; do not provide unapproved medications.

Help students contact approved parents or guardians through the front office and maintain appropriate supervision while students are in the office.

Substitute Teacher & Instructional Operations Support

Monitor approved staff absence and substitute notifications and prepare substitute materials: rosters, attendance sheets, schedules with assigned periods identified, lesson plans when available, classroom access, and approved technology.

Welcome and orient substitute teachers; provide required materials, escort them to classrooms when needed, and coordinate missing plans or coverage questions with administration.

Support approved Chromebook distribution, returns, inventory, troubleshooting referrals, and secure storage of school devices and equipment.

Receive, check, organize, and stage daily breakfast, lunch, and afterschool food or snack deliveries according to site procedures.

Set up and support meal preparation and service, including preheating equipment and safely heating meals when assigned and trained; follow food handling, temperature, timing, and sanitation requirements.

Prepare required meal count rosters; enter, verify, and reconcile breakfast and lunch counts and maintain meal service documentation for compliance and audits.

Work with the Office Manager and meal service staff to resolve shortages or service issues; help clean and reset food preparation and service areas.

Enrollment, Recruitment & New-Family Support

The Office Assistant supports EBIA's enrollment efforts through assigned prospective-family communications, application assistance, tour and event logistics, and registration follow-up. The Office Manager directs this work, with oversight and priorities established by the Principal.

Respond warmly and accurately to prospective-family inquiries, explain EBIA's public charter middle school program using approved talking points, and share current application and school-tour information.

Assist families in navigating the official Oakland Enrolls/SchoolMint application process and school registration steps; verify the intended school year and grade level before advising on next steps.

Make assigned enrollment follow-up calls, emails, and reminders to families with incomplete applications, pending offers, or missing enrollment documents using approved scripts; record outcomes and agreed next steps in the appropriate tracker.

Help schedule tours, prepare sign-in materials and information packets, welcome visiting families, and support information sessions, open houses, enrollment tables, and recruitment events as assigned.

Support new-family onboarding by collecting, verifying, organizing, and following up on required records and forms, including emergency contacts and immunizations, in coordination with the Office Manager.

Share enrollment leads, family questions, incomplete paperwork, and barriers to enrollment promptly with the Office Manager and, as directed, the Principal; never promise admission or a start date without required approvals.

Office Organization, Facilities & School Events

Follow the current Front Office Checklist and Playbook, complete assigned opening, daily, weekly, monthly, and end-of-day tasks, and identify unfinished items for a documented handoff.

Monitor and organize front-office supplies, first-aid materials, the teacher supply closet, staff lounge, and shared storage; communicate replenishment needs to the Office Manager before purchasing.

Help maintain calendars, birthday and events displays, classroom signage, posters, and family-facing materials; assist with copying, laminating, key inventory, and approved distribution.

Report facility cleanliness, maintenance, safety, access, equipment, and inventory concerns through designated school procedures.

Assist with time-sensitive school projects, event setup, attendance or registration campaigns, and other administrative tasks assigned by the Office Manager or Principal.

Qualifications & Requirements

Fluency in spoken English and Spanish is required. Applicants must be able to communicate effectively with students and families in both languages, including by telephone and in person.

Demonstrate reliability, punctuality, careful task completion, sound judgment, attention to detail, and the ability to prioritize urgent student safety needs while returning to daily checklist duties.

Communicate professionally and respectfully across the linguistic, cultural, and socioeconomic diversity of EBIA families; provide a service-oriented and inclusive front-office experience.

Use discretion with confidential information; follow school rules for data access, record release, mandated reporting, emergencies, medication, visitor management, and student supervision.

Work collaboratively with the Office Manager, Principal, school administrators, teachers, and other staff; seek clarification promptly when procedures or permissions are unclear.

Experience in school or office administration, customer service, accurate data entry, and Google Workspace or student information systems is preferred.

Compensation

Starting pay is $20.00 per hour. The hourly rate may be higher based on the candidate’s relevant experience and qualifications.