Office Manager - Multilingual Services

POSITION SUMMARY:

The Office Manager for Multilingual Services plays a critical role in maintaining positive public relations with staff, students, families, and the community. The individual in this position serves as the central administrative anchor of the Multilingual Services Department, supporting district-wide programs and services for over 7,000 multilinguals (MLs) scholars and their families representing more than 100 languages and cultures. The individual in this position performs a variety of duties to assist the Executive Director of MTSS and Multilingual Services team in technical as well as routine administrative tasks, and is the primary liaison between the department, district staff, schools, families, vendors, and community partners. The individual in this position will perform an advanced level of secretarial and administrative duties as well as handle a broad scope of student, employee, family, school, and District confidential information. The individual will be responsible for ensuring smooth management of the department office and coordinating critical secretarial and operational functions within the department. The individual in this position will be required to exercise independent decision-making abilities and make decisions within parameters established with the Executive Director of MTSS. This position is also responsible for maintaining multiple federal, state, and grant-funded budgets, and for coordinating the District's translation and interpretation services in support of the FWPS Language Access Plan.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. This list is meant to be representative, not exhaustive. Some incumbents may not perform all the duties listed while in other cases related duties may also be assigned. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Provide financial support for the department's budgets, including federal, state, and grant funding. Requires handling of large sums of money, procurement card reconciliation, and monitoring of budget status. This position is responsible for communicating with the administrator to ensure that expenditures are kept within budgeted amounts.
• Provide secretarial services to the Executive Director of MTSS and Multilingual Services team, including, but not limited to, word processing routine correspondence, confidential communications, calendar management, and screening and handling incoming telephone calls.
• Act as liaison between the Executive Director of MTSS and students, staff, families, schools, vendors, contracted interpreters/translators, and community partners. This position should be available to staff, students, families, and community for answering questions and promoting good public relations.
• Coordinate and provide work direction to other Multilingual Services office staff, ensuring that critical secretarial functions of the department are assigned and covered, and establishing priorities as needed. (This position does not formally evaluate other staff.)
• Make decisions and resolve problems in the absence of, or on behalf of, the Executive Director of MTSS within established parameters.
• Must be familiar with and meet deadlines associated with District, State, and Federal regulations related to multilingual learners, including Title III, the Transitional Bilingual Instruction Program (TBIP), and the Civil Rights Requirements for Multilingual Learners.

Translation and Interpretation Services:

• Oversee translation and interpretation services for the District. Including overseeing the process and route translation requests for district-wide and school-level documents, ensuring timely and accurate delivery in the requested languages.
• Manage vendor contracts (e.g., Language Link and other contracted vendors).
• Maintain and update the roster of approved translators and interpreters, including credentialing and onboarding documentation.
• Oversee the tracking and reconciling of translation and interpretation services across schools, departments, and funding sources.

Language Access Plan Support:

• Support implementation of the FWPS Language Access Plan by tracking language access requests received from schools, departments, and families.
• Monitor District compliance with the Language Access Plan and oversee the maintenance of documentation of language access services provided.
• Communicate with schools, departments, and families regarding language access procedures and resources as needed.
• Oversee the reconciling of data and preparation of reports regarding language access service utilization, response times, and trends.

Family Engagement:

• Support family engagement events, including coordinating logistics for the Multilingual Parent Advisory Committee (MPAC), meeting scheduling, notifications, materials preparation, interpretation services, and child care.
• Support coordination of multilingual family engagement events such as MPAC, district family events, and parent academies.
• Communicate with multilingual families regarding district programs, resources, and opportunities, ensuring communications are accessible in the families' preferred languages.

Financial Recordkeeping:

• Monitor department budgets, including Title III, TBIP, Dual Language grants, and the Refugee School Impact Grant.
• Prepare and request for purchase orders, reimbursements, and contracts.
• Reconcile monthly transaction reports.
• Track grant expenditures against approved budgets.

Program / Administrative Support:

• Monitor time and effort records for classified and certificated staff funded through Title III, TBIP, and other grant sources.
• Assist with annual iGrant application and revisions for Title III and TBIP.
• Assist with year-end reports to OSPI related to multilingual programs and grant funding.
• Assist with state and federal auditors as needed.
• Maintain asset inventory of items purchased for Multilingual Services programs.
• Coordinate program events: facilities, materials, and expenses.
• Coordinate program staff travel: airfare, lodging, registration, and reimbursements.

OTHER RESPONSIBILITIES:

• Maintain calendar and schedule appointments and meetings for the Executive Director of MTSS.
• Attend meetings or other administrative activities for the purpose of taking minutes and notes.
• Assist in the coordination of department meetings and special events.
• Order, track, and maintain office and program supplies.
• Multilingual staff member may be asked to translate within their scope of work.

REQUIRED QUALIFICATIONS:

Education and Experience

High school diploma or equivalent

Three (3) years of increasingly responsible secretarial or administrative assistant experience

ADDITIONAL REQUIREMENTS:

Microsoft WORD, EXCEL, and POWERPOINT

Database Management

Positive Evaluations

Work scheduled hours on a consistent basis

PREFERRED QUALIFICATIONS:

Associate's degree

Bilingual or multilingual proficiency (oral and written)

CONDITION OF EMPLOYMENT:

Criminal background clearance

Valid Washington State Driver's License

KNOWLEDGE OF:

School board policies and procedures

Database Management

Microsoft WORD, EXCEL, and POWERPOINT

District, State, and Federal regulations related to multilingual programs, including Title III and TBIP

Civil Rights Requirements for Multilinguals in Washington State

Knowledge of the District's current integrated accounting system

Knowledge of the District's current Student Information software

ABILITY TO:

Organize and perform job responsibilities efficiently and independently without close supervision and able to pay strict attention to detail

Perform safety responsibilities while under pressure

Demonstrate basic knowledge of modern technology and willingness and ability to increase knowledge to proficiency

Speak, read and follow written or verbal communications: able to proofread

Ability to multi-task and shift priorities to meet required deadlines

Work collaboratively with District staff and promote teamwork with co-workers

Practice ethical and professional standards of conduct including the requirements of confidentiality

Abide by Federal Way Public Schools' Policies and Procedures

Perform the essential functions of the job with or without reasonable accommodations

REQUIRED KNOWLEDGE, SKILLS AND ABILITIES RELATED TO CULTURAL COMPETENCE AND EQUITY:

Knowledge / awareness of own cultural identity and how this influences behavior, and desire to learn about the cultural identity of others.

Ability to establish and nurture an environment that promotes cultural competence and equitable treatment of staff, students, and patrons of the District.

Ability to understand and hold self and others accountable for promoting the Federal Way Public Schools' commitment to "Each Scholar: A Voice. A Dream. A Bright Future."

Ability to recognize that each person is a unique individual even as we celebrate their group cultural heritage.

Demonstrated commitment to advancing language access, equity, and inclusion for multilinguals and their families.

PHYSICAL DEMANDS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee will regularly stand and walk, bend neck and back, use hands for repetitive grasping and pushing/pulling. The employee will frequently be required to sit for extended periods of time and use a computer screen and keyboard. The employee may occasionally be required to squat, kneel, and use hands for fine manipulation, climb stairs/ladder, lift and reach overhead, and lift/carry. The employee must regularly lift/carry up to 5 pounds and must frequently lift/carry up to 15 pounds. The employee will occasionally lift/carry a maximum of 25 lbs. The employee is occasionally required to push/pull a maximum weight of 200 pounds.

WORK ENVIRONMENT:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee regularly works in indoor conditions and regularly works near video display. The noise level in the work environment is usually moderate. The position constantly deals with frequent interruptions, demanding deadlines, and regularly deals with angry and distraught employees and community members.

WORK SCHEDULE

This position typically works 8 hours per day, Monday through Friday, 260 days per year.

REPORTING RELATIONSHIP

This position reports to, and is evaluated by, the Executive Director of MTSS. This position coordinates and provides work direction to other Multilingual Services office staff but does not formally evaluate them.

REPRESENTATION

Federal Way Education Association � Education Support Professionals (FWEA-ESP)

LEVEL OF COMPENSATION

Level 6 on the FWEA-ESP Salary Schedule

CLASSIFICATION HISTORY

Created 5/2026

Disclaimer

The preceding list is not exhaustive and may be supplemented as necessary. The statements contained herein reflect general details as necessary to describe the principal functions of this job, the scope of responsibility and the level of knowledge and skills typically required, but should not be considered an all-inclusive listing of work requirements, skills or duties so classified. All personnel may be required to perform duties outside their normal responsibilities from time to time as needed.

All employment open positions are made available on a nondiscriminatory basis without regard to race, color, creed, religion, sexual orientation, national origin, gender, age, disability or veteran status.

Job descriptions are written as a representative list of the ADA essential duties performed by the entire classification. They cannot include, and are not intended to include, every possible activity and task performed by every specific employee.