Administrative Assistant - Bookkeeper - Grade 3 Academic Year

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.

• Reports and Judgment
  • This position reports directly to the Building Principal.
  • Exercises sound judgment in routine matters and seeks guidance on more complex or sensitive issues.
  • Requires professionalism, discretion, accuracy, and strong interpersonal skills at all times.
• 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.
• Typing, Correspondence & Communication
  • 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.

• 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…