Administrative Assistant - Grade 3 (Academic Year)

Administrative Assistant

Danbury Public Schools serves a diverse community of nearly 12,000 learners, supported by almost 2,000 employees across twenty (20) schools and multiple operational sites throughout the city. Located at Hayestown Elementary School, this Administrative Assistant will work directly with the Building Principal and school staff to provide essential clerical and administrative support that ensures the smooth and efficient operation of the school office. Administrative Assistants in this role work in a dynamic, fast-paced school environment that requires frequent interaction with students, families, staff, and visitors. The position plays a key role in supporting daily school operations, facilitating communication between home and school, and maintaining a welcoming and professional office atmosphere. School-based administrative work is characterized by collaboration, flexibility, and responsiveness to both anticipated and unexpected needs that arise throughout the school day. The successful candidate will support building-level initiatives, assist with student registration and attendance processes, coordinate office operations, and contribute to a positive and organized learning environment for all students. This Administrative Assistant will provide direct support to the Building Principal and assist with a wide range of school functions, including communication with families, maintenance of student records, coordination of school activities, and general office management responsibilities.

Supervision Received: This position reports directly to the Building Principal. The Secretary is expected to independently perform a wide range of clerical and office management duties, exercising sound judgment in routine matters and seeking guidance on more complex or sensitive issues. The role involves frequent interaction with students, families, staff, and visitors, requiring professionalism, discretion, and strong interpersonal skills at all times.

Representative Duties

Interpersonal & School Climate

• Serves as the first point of contact for all visitors, ensuring a professional, courteous, and welcoming office environment.
• Implements and monitors building entry procedures, including visitor management systems and emergency protocols (e.g., lockdowns, drills).
• Answers and manages a multi-line phone system; provides accurate information, routes inquiries appropriately, and takes detailed messages.
• Responds to and helps resolve routine concerns from students, staff, families, and community members.
• Assists families with student registration, including explaining procedures, verifying residency, and collecting required documentation.
• Supports positive school-family communication and engagement.

Office Operations & Administrative Support

• Maintains the daily operations of the main office, ensuring efficiency and organization.
• Supports the Principal by managing schedules, appointments, and calendar coordination as assigned.
• Coordinates substitute coverage using Absence Management (Aesop/Frontline) in collaboration with district personnel.
• Maintains time and attendance records for non-certified staff and submits accurate reports to payroll.
• Receives, sorts, and distributes incoming mail and correspondence.
• Assists in completing and submitting incident and injury reports in coordination with Human Resources or the Business Office.

Clerical & Communication Responsibilities

• Prepares, formats, and distributes a variety of documents, including letters, reports, forms, and school communications.
• Utilizes Microsoft Office and Google Workspace tools to complete tasks such as data entry, spreadsheets, mail merges, and document formatting.
• Proofreads materials to ensure accuracy, clarity, and adherence to professional standards.
• Assists with school newsletters, announcements, and general communications.

Data Management & Reporting

• Accurately enters and maintains student data in the district's student information system (e.g., PowerSchool).
• Generates attendance reports and assists with tracking student and staff absences.
• Compiles and organizes data for school, district, and state reporting requirements.
• Ensures accuracy and confidentiality of all student and staff records.

Financial, Accounts & Supply Management

• Maintains inventory of office and classroom supplies; monitors usage and anticipates needs.
• Processes purchase orders, requisitions, and invoices in accordance with district procedures.
• Assists, as applicable, with monitoring school-based accounts or activity funds in coordination with the Finance Department.

Records & File Maintenance

• Maintains organized and secure student records and confidential files in compliance with district and legal requirements.
• Prepares and transfers student records for promotions, transfers, and withdrawals.
• Updates office reference materials, manuals, and filing systems to ensure accessibility and accuracy.

Minimum Qualifications

Knowledge, Skills, and Abilities:

• Strong interpersonal and customer service skills, with the ability to interact tactfully and professionally with diverse populations.
• Ability to maintain strict confidentiality and handle sensitive information appropriately.
• Solid organizational and time management skills, with the ability to prioritize tasks in a fast-paced environment.
• Effective written and verbal communication skills, including proper grammar, spelling, and punctuation.
• Ability to follow detailed instructions and work both independently and collaboratively.
• Familiarity with general office procedures and willingness to learn district-specific systems and processes.
• Proficiency in operating standard office equipment (computers, copiers, printers, etc.).

Education: High School Diploma or equivalent required.

Experience: One (1) to two (2) years of experience in clerical, secretarial, or customer service roles, preferably in a school or office setting.

Technical Skills: Basic proficiency in Microsoft Word and Excel; ability to complete a basic skills assessment if required. Experience with student information systems (e.g., PowerSchool) preferred; willingness to learn required. Familiarity with Google Workspace tools (Docs, Sheets, Forms) preferred.

Language Skills: Bilingual skills (Spanish or Portuguese) strongly preferred to support communication with families.

Working Conditions: Full-time position: 35 hours per week 46-week work year Salary and benefits in accordance with the UPSEU collective bargaining agreement.

Application Procedure: All applicants must apply online through the district website: