Administrative Assistant - Grade 3 (Academic Year)

Danbury Public Schools CT; Danbury (CT); On-site; USD 36,000 - 48,000; Full time

Job summary

Danbury Public Schools is seeking a School Secretary at the ACE High School to provide essential clerical and administrative support. You will work with the Building Principal and staff to maintain student records, coordinate communications with families, and manage daily office operations in a fast-paced school setting.

The role emphasizes attendance monitoring, data entry in the district SIS, and collaboration with district personnel to ensure a welcoming, organized school environment.

Qualifications

• Strong interpersonal and customer service skills with diverse populations.
• Ability to maintain confidentiality and handle sensitive information.
• Excellent organizational and time-management abilities.
• Clear written and verbal communication skills.
• Ability to work independently and meet deadlines.
• Bilingual skills preferred to support families and students.

Responsibilities

• Serve as primary contact for students, families, staff and visitors.
• Answer multi-line phone system and direct inquiries appropriately.
• Maintain attendance, student records, and data in PowerSchool.
• Coordinate communications and distribute information to staff and families.
• Prepare materials for meetings and school communications.
• Support office operations, scheduling, and supply management.
• Assist with enrollment, transfers, and records requests.

Skills

Interpersonal skills

Confidentiality

Organizational skills

Written and verbal communication

Time management

Independent work

Bilingual (Spanish/Portuguese)

Education

High school diploma

Tools

PowerSchool

Google Workspace

Microsoft Word

Microsoft Excel

Job description

School Secretary Alternative Center for Excellence (ACE) High School

Danbury Public Schools serves a diverse community of nearly 10,500 learners, supported by almost 2,000 employees across twenty (20) schools and multiple operational sites throughout the city. Located at the Alternative Center for Excellence (ACE) High School, this School Secretary 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.

The Alternative Center for Excellence serves high school students in an alternative educational setting. The School Secretary plays an important role in supporting daily school operations, maintaining accurate student records, facilitating communication among students, families, staff, and district personnel, and helping create a welcoming, organized, and professional school environment.

School-based administrative work at ACE requires flexibility, discretion, sound judgment, and the ability to respond effectively to the needs of students and staff in a dynamic educational setting. The successful candidate will assist with student attendance, recordkeeping, office coordination, family communication, and other administrative functions that support student engagement and school operations.

This position provides direct support to the Building Principal and assists with a wide range of school functions, including attendance monitoring, student records management, communication with families, coordination of school activities, and general office management responsibilities.

Supervision Received

This position reports directly to the Building Principal. The School 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 regular interaction with students, families, staff, district personnel, and visitors. The successful candidate must demonstrate professionalism, discretion, patience, and strong interpersonal skills while maintaining the confidentiality of student and staff information.

Representative Duties

Interpersonal Relations & School Environment

• Serves as a primary point of contact for students, families, staff, and visitors, maintaining a professional, courteous, and welcoming office environment.
• Answers and manages a multi-line phone system; provides accurate information, directs inquiries appropriately, and takes detailed messages.
• Responds to routine questions and concerns from students, families, staff, and community members, referring sensitive or complex matters to the Building Principal as appropriate.
• Supports communication between school staff, families, district departments, and outside agencies as needed.
• Assists with maintaining a safe and orderly school environment by following established visitor procedures and school safety protocols.
• Handles sensitive student and family matters with discretion, professionalism, and respect.
• Supports school initiatives and activities that promote student engagement, attendance, and success.

Office Operations & Administrative Support

• Maintains the daily operations of the school office, ensuring efficiency, organization, and responsiveness to the needs of the Building Principal and staff.
• Provides administrative support to the Building Principal, including scheduling appointments, maintaining calendars, preparing materials, and coordinating meetings 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, deliveries, and correspondence.
• Assists in completing and submitting incident and injury reports in coordination with the appropriate district departments.
• Maintains office supplies and equipment and ensures that routine office functions are completed in a timely manner.
• Performs other clerical and administrative duties as assigned.

Clerical & Communication Responsibilities

• Prepares, formats, and distributes letters, reports, forms, notices, meeting materials, and other school communications.
• Drafts and proofreads correspondence to ensure accuracy, clarity, proper grammar, and professional presentation.
• Utilizes Microsoft Office and Google Workspace applications for word processing, spreadsheets, data entry, document preparation, and other administrative tasks.
• Assists with school announcements, family communications, and the distribution of important school information.
• Maintains accurate communication records and distributes information to appropriate staff members.
• Assists with preparing materials for school meetings, student support meetings, and other administrative activities.

Student Attendance, Data Management & Reporting

• Accurately enters, updates, and maintains student information in the district's student information system, such as PowerSchool.
• Monitors and maintains daily student attendance records, follows established procedures for recording absences and tardiness, and assists with attendance-related communications.
• Prepares attendance reports and communicates attendance concerns to the appropriate school personnel.
• Assists with maintaining accurate student enrollment, withdrawal, transfer, and demographic information.
• Compiles and organizes data for school, district, and state reporting requirements.
• Supports the maintenance of student records and documentation related to school operations and student services.
• Ensures the accuracy, security, and confidentiality of student and staff information.

Records & File Maintenance

• Maintains organized and secure student records, confidential files, and administrative documentation in accordance with district procedures and applicable legal requirements.
• Prepares and transfers student records for enrollment, transfers, withdrawals, and other authorized requests.
• Updates office reference materials, manuals, filing systems, and electronic records to ensure information remains accurate and accessible to authorized personnel.
• Responds to authorized requests for student information and records in accordance with district policies and confidentiality requirements.

Financial, Accounts & Supply Management

• Maintains an inventory of office supplies and monitors usage to anticipate and communicate supply needs.
• Processes purchase orders, requisitions, invoices, and related documentation in accordance with district procedures.
• Assists with maintaining school-based accounts or activity funds, as applicable, in coordination with the Building Principal and Finance Department.
• Maintains accurate records of purchases, expenditures, and other assigned administrative transactions.

Minimum Qualifications

Knowledge, Skills, and Abilities

• Strong interpersonal and customer service skills, with the ability to interact tactfully and professionally with a diverse student and family population.
• Ability to maintain strict confidentiality and handle sensitive student, family, and staff information appropriately.
• Strong organizational and time management skills, including the ability to prioritize competing demands in a fast-paced school environment.
• Effective written and verbal communication skills, including proper grammar, spelling, and punctuation.
• Ability to exercise sound judgment, demonstrate initiative, and work independently while collaborating with school staff and district personnel.
• Ability to communicate respectfully and professionally with high school students and families in an alternative educational setting.
• Familiarity with general office procedures and willingness to learn district-specific systems and processes.
• Ability to follow detailed instructions, maintain accurate records, and meet deadlines.
• Proficiency in operating standard office equipment, including computers, copiers, printers, and multi-line phone systems.

Experience and Training

• Education: High school diploma or equivalent required.
• Experience: One (1) to two (2) years of experience in clerical, secretarial, administrative, or customer service roles preferred, ideally in a school or office setting.

Technical Skills

• Basic proficiency in Microsoft Word and Excel, with the ability to complete a basic skills assessment if required.
• Experience with student information systems, such as PowerSchool, preferred; willingness to learn required.
• Familiarity with Google Workspace applications, including Docs, Sheets, and Forms, preferred.
• Ability to learn and use district software and electronic recordkeeping systems.

Language Skills

• Bilingual skills in Spanish or Portuguese strongly preferred to support communication with students and families.

Working Conditions

• Schedule: Full-time, 35 hours per week.
• Work Year: 46 weeks per year.
• Salary and Benefits: In accordance with the UPSEU Collective Bargaining Agreement.

Application Procedure

All applicants must apply online through the Danbury Public Schools district website:

www.danbury.k12.ct.us