Administrative Assistant - Bookkeeper - Grade 3 - (Academic Year)

Bookkeeper/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 Rogers Park Middle School, this Bookkeeper/Administrative Assistant will work directly with the Building Principal and school staff to support the financial, clerical, and operational functions of the school office. This position plays a critical role in maintaining accurate financial records, processing school-based transactions, managing accounts, and ensuring compliance with district financial procedures, while also supporting the daily operations of a busy middle school office. The successful candidate will work in a fast-paced environment that requires attention to detail, strong organizational skills, professionalism, and the ability to interact effectively with students, families, staff, vendors, and community members. School-based bookkeeping and administrative work is characterized by collaboration, flexibility, and responsiveness to both anticipated and unexpected needs throughout the school day. The successful candidate will contribute to maintaining an organized, efficient, and welcoming school environment while ensuring accurate financial and office operations.

Supervision Received: This position reports directly to the Building Principal. The Bookkeeper/Administrative Assistant is expected to independently perform a wide range of bookkeeping, 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, vendors, and visitors, requiring professionalism, discretion, accuracy, and strong interpersonal skills at all times.

Representative Duties

• Financial & Account Management: Collects monies and performs bookkeeping duties for student activity funds and other school-based accounts. Maintains accurate financial records in accordance with district procedures and audit requirements. Processes purchase orders, requisitions, invoices, deposits, and payments using district financial systems. Monitors account balances and expenditures to ensure proper budget tracking and compliance. Reconciles school accounts and prepares financial reports as required by the Business Office and administration. Coordinates with vendors regarding invoices, orders, and payment inquiries. Maintains detailed records of transactions and supporting documentation for audit purposes. Assists with annual budget preparation and monitoring of school expenditures. Administration and oversight of building-based student account funds, including collaboration with the Assistant Finance Director, as directed.
• Office Operations & Administrative Support: Answers and manages a multi-line phone system; routes inquiries appropriately, takes messages, and provides accurate information. Answers questions requiring knowledge of school procedures, terminology, and district operations. Arranges and coordinates meetings, including room scheduling and equipment setup. Reviews, prioritizes, and routes incoming mail and correspondence. Scans correspondence and attaches related supporting documentation as necessary. Formats and prepares correspondence, reports, forms, financial documents, memoranda, newsletters, and school communications from rough drafts, notes, or verbal instructions. Proofreads and edits materials for grammar, spelling, punctuation, formatting, and accuracy. Composes routine letters, acknowledgements, memoranda, and standard correspondence for administrator signature. Utilizes Microsoft Office, Google Workspace, and other software systems to complete spreadsheets, reports, data entry, and communications. Assists with school newsletters, announcements, and communications to families and staff.
• Filing, Records & Data Management: Maintains, updates, and reviews manuals, reference materials, and office procedures. Accurately enters and maintains financial data in district systems. Compiles information from standard sources and prepares reports and data summaries as required. Maintains organized and secure confidential records in compliance with district procedures and legal requirements.
• Inventory & Office Management: Completes, processes, and maintains purchasing paperwork and related documentation. Operates office equipment including computers, printers, copiers, scanners, and other automated office equipment. Performs related duties as assigned.

Minimum Qualifications

Knowledge, Skills, and Abilities: Must know Quicken. Possesses considerable knowledge of office systems, bookkeeping practices, and administrative procedures. Demonstrates strong grammar, punctuation, spelling, proofreading, and editing skills necessary for professional business communications and reports. Demonstrates excellent interpersonal skills, including tact, diplomacy, professionalism, and the ability to handle sensitive communications appropriately. Possesses strong organizational skills, attention to detail, and the ability to schedule and prioritize workflow in a fast-paced environment. Demonstrates significant ability to operate office equipment and technology, including computers, printers, copiers, scanners, and other automated equipment. Demonstrates ability to maintain the integrity and confidentiality of sensitive financial, personnel, and student information. Possesses excellent written and verbal communication skills. Demonstrates flexibility and the ability to manage changing priorities effectively. Possesses the ability to troubleshoot and independently relieve the direct supervisor of administrative detail within prescribed limits of authority. Demonstrates the ability to read, write, and follow detailed instructions in English.

Experience and Training: High School Diploma or equivalent required. Two (2) or more years of successful experience performing bookkeeping, office support, secretarial, or administrative work required, preferably in a school setting. Coursework or training in bookkeeping, accounting, or business operations preferred.

Technical Skills: Demonstrates intermediate Microsoft Word and Excel skills, including the ability to pass an intermediate-level software assessment if required. Demonstrates basic Microsoft PowerPoint and Access skills or willingness to learn and develop proficiency. Demonstrates willingness to learn and develop intermediate skills in education-related software programs. Experience with student information systems and financial management software preferred. Proficiency with Google Workspace tools 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: Danbury Public Schools Employment Opportunities