Administrative Assistant for Early Childhood Education

Job Description: Part-Time 12 Mo. Administrative Assistant for Early Childhood Education

Reports To: Early Childhood Coordinator

Minimum Qualifications:

• High School Diploma
• Experience in the clerical field
• Demonstrated aptitude and competence for assigned responsibilities
• Any combination of training, education and experience which demonstrates possession of the knowledge and abilities stated below, and the ability to perform the duties of the position
• Proficiency tests may be included in the interview process
• Genuine appreciation for working with families from diverse backgrounds who speak a variety of native languages

Special Knowledge/Skills:

• Must be able to maintain a high level of confidentiality in all matters
• Excellent organizational and time management skills and ability to multi-task with numerous interruptions
• Excellent interpersonal skills
• Ability to learn pertinent procedures and functions quickly and apply them without immediate supervision
• Knowledge of standard office methods and procedures including excellent computer (Google Suite: docs, sheets, forms, etc.) and proofreading skills
• Telephone, customer service and public relations proficiency
• General mathematics proficiency as it relates to early childhood budgeting
• Knowledge of automated and manual record keeping practices
• Ability to plan and organize work to meet deadlines
• Tactful and courteous demeanor

General Description: Under basic supervision, performs a variety of administrative support functions to assist department staff with technical, clerical and operational duties. Performs special assignments, updates records and databases, provides information and assistance to staff.

Duties and Responsibilities:

General Office Management

• Work independently with confidential and highly sensitive records, material and information
• Plan and prioritize work to meet timelines and standards
• Prepare a variety of lists, labels, correspondence and reports with a high level of accuracy based upon the needs of the department
• Answer telephones, take messages, and triage department and parent needs
• Assist teachers in preparing color copies as requested
• Greet and direct staff and visitors
• Present a positive image of the district to new and current staff and guests; speak tactfully and courteously with students, staff, families and the general public
• Compose routine correspondence, bulletins, schedules and similar documents
• File materials in alphabetical, numerical and subject order
• Prepare orders for office and classroom supplies, receive deliveries and verify accuracy of receiving documents
• Maintain office machines and supplies for school machines.
• Receive, sort, and distribute mail (both external and internal); prepare mailings.
• Conform to safety standards and uphold maintenance of safety equipment in classrooms and buildings
• Participate in District-mandated training and retraining programs
• Perform a wide range of administrative support duties for the early childhood department
• Other various duties as required by supervisor or administrator

Academic Clerical Support

• Monitor PPT due dates and schedule PPTs
• Maintain student records; both electronic and hardcopy files.
• Create Student Data sheets and ensure filing in cumulative files
• Monitor absence reports of students
• Distribute report cards to parents and place in cumulative files
• Schedule parent meetings and conferences
• Enter data into computer using specialized databases and other recordkeeping and communication applications, including: Frontline, Google, Munis, PowerSchool, Parent Square, Procare, and Language Line
• Coordinate transportation, maintain bus lists and design/create/update bus tags for student safety
• Coordinate, schedule, and maintain Google calendar for school events.

PHYSICAL ABILITIES AND WORKING CONDITIONS:

The Physical Abilities and Other Conditions of Employment listed in this section are representative of, but are not intended to provide an exhaustive list of Physical Abilities and Other Conditions of Employment which may be required of positions in this class. Norwich Public School District encourages persons with disabilities who are interested in employment in this class and need reasonable accommodation of those disabilities to contact the Human Resources Department for further information.

• Vision: (which may be corrected) to read small print; view a computer screen for prolonged periods.
• Hearing: (which may be corrected) to answer telephones and tolerate exposure to noisy conditions.
• Speech: to be understood in face-to-face communications; to speak with a level of proficiency and volume to be understood over a telephone.
• Upper Body Mobility: use hands and fingers to feel, grasp, and manipulate small objects; manipulate fingers, twist and bend at wrist and elbow; extend arms to reach outward and upward; use hands and arms to lift objects; turn, raise, and lower head.
• Lower Body Mobility: to bend at waist; stoop; twist and turn torso.
• Strength: to lift, push, pull and/or carry objects which weigh as much as 25 pounds on a frequent basis.
• Environmental Requirements: encounter constant work interruptions; work cooperatively with others; work independently; work indoors.

Terms of Employment: Salary and work year to be determined by the contract between the Norwich Board of Education and the AFSCME Local 1303 .

Evaluation: Performance of this job will be evaluated in accordance with provisions of the Board's policy on evaluation of support services.

Created: 12/4/2024