Bilingual Office Associate

Responsibilities

• Serve as the face of the school and create a welcoming, professional, and customer-focused experience for all students, families, staff, and visitors.
• Greet and assist visitors while maintaining campus safety and minimizing unnecessary interruptions to instructional and leadership teams.
• Answer and direct incoming phone calls promptly, professionally, and courteously.
• Respond to parent and family inquiries with urgency and care, ensuring all calls and messages are returned within 24 hours whenever possible.
• Build strong relationships with families by providing exceptional customer service and demonstrating hospitality, empathy, and professionalism in every interaction.
• Support families in navigating enrollment, registration, attendance, records requests, and other school processes.
• Receive and distribute mail, packages, and deliveries.
• Maintain a clean, organized, and welcoming front office environment that reflects the values and culture of KIPP Tulsa.
• Ensure commonly used forms, resources, and informational materials are readily available for families and staff.
• Maintain accurate student information and records in PowerSchool and cumulative files.
• Support student enrollment, registration, withdrawals, and transfers in compliance with district and state requirements.
• Prepare, maintain, and audit student cumulative files to ensure compliance and accuracy.
• Request and process student records from previous schools and prepare records for transfer to receiving schools.
• Process proof of enrollment requests, transcripts, report cards, and other student documentation.
• Aid families with enrollment documentation and registration requirements.
• Support teachers and staff with PowerSchool access issues and basic troubleshooting.
• Ensure confidentiality and security of all student records in accordance with FERPA requirements.
• Serve as the primary bilingual point of contact for Spanish-speaking families.
• Prepare and distribute school communications, announcements, newsletters, and family notifications.
• Prepare weekly hallway announcements and presentations.
• Support communication efforts related to attendance, school events, enrollment, and family engagement activities.
• Translate written and verbal communications between English and Spanish as needed to support students and families.
• Provide verbal interpretation during parent meetings, conferences, enrollment appointments, disciplinary meetings, and other school events as needed.
• Aid Spanish-speaking families with enrollment, registration, attendance, transportation, student records, meal applications, and other school processes.
• Help ensure all school communications are accessible to families in both English and Spanish.
• Support family engagement activities by building positive relationships with students and families from diverse backgrounds.
• Serve as a cultural and language liaison between the school and Spanish-speaking families.
• Assist staff with communication when language interpretation is needed.
• Help families understand district policies, procedures, and available resources.
• Support translation of forms, emergency notifications, school events, and compliance documents.
• Promote positive relationships between the school and multilingual families.
• Manage staff supply requests and maintain appropriate inventory levels.
• Monitor and maintain office equipment, including copiers, printers, laminators, and related supplies.
• Conduct weekly inventory checks and proactively reorder materials and supplies as needed.
• Collaborate with operations and instructional teams to ensure smooth daily school operations.
• Perform additional duties as assigned in support of students, families, and school success.

Qualifications

• Demonstrates a strong commitment to exceptional customer service and creating positive experiences for families, students, staff, and community members.
• Maintains a cheerful, welcoming, and solutions-oriented demeanor, even in high-pressure situations.
• Possesses excellent interpersonal, written, and verbal communication skills.
• Demonstrates professionalism, discretion, and sound judgment when handling confidential information.
• Highly organized with strong attention to detail and the ability to manage multiple priorities simultaneously.
• Proactively identifies problems and develops solutions without waiting for direction.
• Thrives in a fast-paced, high-expectations, and sometimes unpredictable school environment.
• Demonstrates flexibility, resilience, and willingness to adapt to changing circumstances.