Administrative Assistant - Grade 3 (Academic Year) at Danbury Public Schools

Purpose: This school-based clerical/secretarial position provides a full range of administrative and operational support to the building Principal and school community. The Secretary is the first point of contact for families and visitors, and plays a key role in ensuring the daily efficiency and professionalism of the elementary school office.

Supervision Received:
This position reports directly to the building Principal. The Secretary is expected to perform basic secretarial tasks independently and seek guidance as needed for more complex responsibilities. The role requires frequent interaction with staff, students, parents, and visitors.

Examples of Duties: Interpersonal:

• Greet, assist, and direct all visitors in a professional and courteous manner.
• Implement appropriate building entry protocols, including during lockdowns and other emergency procedures.
• Answer multi-line phones, take accurate messages, and provide basic information or direct inquiries appropriately.
• Troubleshoot day-to-day concerns for staff, students, families, and guests.
• Welcome and assist new families during the student registration process, including verification of residency and required documentation.

Office Management:

• Ensure the daily operation of the main office and Principal’s schedule.
• Coordinate substitute coverage through Aesop/Absence Management in collaboration with the district’s coordinator.
• Maintain time and attendance records for non-certified staff and submit to Central Office Payroll.
• Accurately enter student information into the district’s PowerSchool system.
• Open, prioritize, and route incoming mail and communications.
• Assist with completion and submission of injury reports in coordination with the district's Human Resources or Business Office.

Word Processing & Communication:

• Prepare a variety of documents, including letters, reports, forms, and newsletters using Microsoft Word, Excel, and Google Docs.
• Proficiently perform tasks such as mail merges, formatting tables, and data entry.
• Proofread documents for clarity, grammar, punctuation, and accuracy.

Reporting & Data Management:

• Generate and submit regular attendance and absence reports for staff.
• Compile student data for district, state, or administrative reporting purposes.

Account & Supply Management:

• Maintain an inventory of office and classroom supplies.
• Process purchasing requests, including requisitions, orders, and invoices.
• If applicable, assist with oversight of school activity accounts in collaboration with the district’s Finance Department.

Records & File Maintenance:

• Maintain organized student records and confidential files.
• Prepare files for student transitions, including promotion to secondary schools or transfer to out-of-district placements.
• Update and manage office reference materials and manuals.

Minimum Qualifications: Knowledge, Skills, and Abilities:

• Strong interpersonal skills, including professionalism, tact, and diplomacy.
• Ability to manage sensitive and confidential information appropriately.
• Familiarity with office systems and willingness to learn new procedures and technologies.
• Basic understanding of grammar, spelling, punctuation, and business communication standards.
• Ability to prioritize tasks and manage time effectively in a fast-paced environment.
• Capable of operating standard office equipment including computers, copiers, fax machines, and printers.
• Ability to read, write, and follow detailed written and oral instructions in English.

Experience and Training:

• Education: High School Diploma or equivalent required.
• Experience: One (1) to two (2) years of experience in office support, secretarial work, or customer service.
• Technical Skills:
  • Basic proficiency in Microsoft Word and Excel, with ability to pass a basic software assessment.
  • Experience with PowerSchool or a similar student information system preferred; willingness to learn and demonstrate proficiency required.
• Languages: Bilingual (Spanish or Portuguese) strongly preferred.