Administrative Assistant - Grade 3; Academic Year

Administrative Assistant – Grade 3 (Academic Year) –

Location:

Hayestown Elementary School

Position Type:
Secretarial/Clerical/Administrative Assistant – Grade 3

Date Posted: 4/28/2026

Date Available:

2026/2027 School Year

This Administrative Assistant works 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. The role supports daily school operations, facilitates communication between home and school, and maintains a welcoming and professional office atmosphere.

• Serve as the first point of contact for all visitors, ensuring a professional, courteous, and welcoming office environment.
• Implement and monitor building entry procedures, including visitor management systems and emergency protocols (e.g., lockdowns, drills).
• Answer and manage a multi‑line phone system; provide accurate information, route inquiries appropriately, and take detailed messages.
• Respond to and help resolve routine concerns from students, staff, families, and community members.
• Assist families with student registration, explaining procedures, verifying residency, and collecting required documentation.
• Support positive school‑family communication and engagement.
• Maintain the daily operations of the main office, ensuring efficiency and organization.
• Support the Principal by managing schedules, appointments, and calendar coordination as assigned.
• Coordinate substitute coverage using Absence Management (Aesop/Frontline) in collaboration with district personnel.
• Maintain time and attendance records for non‑certified staff and submit accurate reports to payroll.
• Receive, sort, and distribute incoming mail and correspondence.
• Assist in completing and submitting incident and injury reports in coordination with Human Resources or the Business Office.
• Prepare, format, and distribute a variety of documents, including letters, reports, forms, and school communications.
• Utilize Microsoft Office and Google Workspace tools for data entry, spreadsheets, mail merges, and document formatting.
• Proofread materials to ensure accuracy, clarity, and adherence to professional standards.
• Assist with school newsletters, announcements, and general communications.
• Accurately enter and maintain student data in the district’s student information system (e.g., Power School).
• Generate attendance reports and assist with tracking student and staff absences.
• Compile and organize data for school, district, and state reporting requirements.
• Ensure accuracy and confidentiality of all student and staff records.
• Maintain inventory of office and classroom supplies; monitor usage and anticipate needs.
• Process purchase orders, requisitions, and invoices in accordance with district procedures.
• Assist with monitoring school‑based accounts or activity funds in coordination with the Finance Department.
• Maintain organized and secure student records and confidential files in compliance with district and legal requirements.
• Prepare and transfer student records for promotions, transfers, and withdrawals.
• Update office reference materials, manuals, and filing systems to ensure accessibility and accuracy.

• 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.).
• High School Diploma or equivalent required.
• One (1) to two (2) years of experience in clerical, secretarial, or customer service roles, preferably in a school or office setting.

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

• Bilingual skills (Spanish or Portuguese) strongly preferred to support communication with families.

All applicants must apply online through the district website:
www.danbury.k12.ct.us