Senior Office Assistant – Spanish Speaking

Southampton Union Free School; Village of Southampton (NY); On-site; USD 40,000 - 52,000; Full time

Job summary

Southampton Union Free School District seeks a Senior Office Assistant – Spanish Speaking at Southampton High School to provide bilingual administrative support. Responsibilities include handling confidential communications, maintaining student records, and coordinating purchasing and scheduling.

The role requires a high school diploma and two years of clerical experience, plus meeting Civil Service qualifications for the title.

Qualifications

• Bilingual communication in English and Spanish.
• Two years of clerical experience.
• Meet Civil Service qualifications for Senior Office Assistant – Spanish Speaking.

Responsibilities

• Prepare, translate, and process confidential correspondence in English and Spanish.
• Maintain student records and PowerSchool-related data.
• Coordinate purchasing, scheduling, and office operations for the school.

Skills

Bilingual English/Spanish

Clerical experience

Education

High school diploma or equivalent

Job description

Southampton Union Free School District is seeking qualified applicants for an anticipated provisional appointment to the position of Senior Office Assistant – Spanish Speaking at Southampton High School.The Senior Office Assistant – Spanish Speaking provides administrative and clerical support to Southampton High School, including bilingual communication, student records management, purchasing coordination, scheduling, and general office operations.

Responsibilities

• Compose, review, and process confidential correspondence and communications in English and Spanish on behalf of building administration, exercising independent judgment in preparing and disseminating information.

• Prepare, translate, and process correspondence, notices, and other written materials for parents and students in English and Spanish as needed.

• Maintain and update My Learning Plan records for conferences, outside courses, in-service credits, faculty meetings, workshops, and other professional development activities for teachers and teaching assistants.

• Coordinate building-level purchasing activities, including preparing and processing purchase requisitions, tracking purchase orders, maintaining procurement records, and communicating with the District Business Office and vendors regarding purchasing procedures, order status, and related documentation.

• Assist in scheduling observations for teachers and teaching assistants.

• Maintain and audit student records in PowerSchool and other District systems to ensure accuracy, integrity, and compliance with District, State, and Federal reporting requirements.

• Work with clerical staff and administration to coordinate teacher and teaching assistant schedules, including summer school assignments.

• Maintain daily, weekly, and monthly calendars and schedule meetings and appointments.

• Provide clerical support to building administration as needed to support school operations.

• Respond to telephone and in-person inquiries from staff, parents, students, and community members in English and Spanish.

• Perform general clerical tasks, including filing, photocopying, scanning, data entry, and maintaining office records.

• Perform related duties as assigned.

• Graduation from a standard senior high school or possession of a high school equivalency diploma and two (2) years of clerical experience.
• Meet the applicable Suffolk County Department of Civil Service minimum qualifications for the title of Senior Office Assistant – Spanish Speaking, including any required Spanish-language proficiency.

This position is anticipated to be filled through a provisional appointment, subject to Suffolk County Department of Civil Service requirements. The selected candidate may be required to participate in a future Civil Service examination and achieve a reachable score for consideration for permanent appointment.