Administrative Assistant

Position Type:
Secretarial/Bookkeeping/Payroll/HR/Secretary

Date Posted:
4/9/2025

Location:
Central Administrative Offices

Date Available:
ASAP Job Title: Administrative Assistant - Pupil Services Department
Reports to:

Director of Pupil Services
Job Summary:

The Administrative Assistant for the Pupil Services Department provides comprehensive administrative support to both the Supervisor of Pupil Services and the Director of Pupil Services. This position requires strong organizational skills, attention to detail, and the ability to handle confidential information with discretion, and independence. The ideal candidate should have experience with special education processes, data management systems, and general office operations in a school setting.
Essential Job Responsibilities:

1. General Administrative Support:
   • Answer / respond to telephone calls, take messages, and direct inquiries appropriately.
   • Open, sort, and distribute incoming mail addressed to the Pupil Services.
   • Maintain office filing systems / records storage
   • Manage record requests and assemble / distribute materials as needed.
   • Utilize office equipment such as copiers, scan, fax machines, and printers.
   • Manage department calendars and schedule appointments.
   • Order office supplies, process purchase orders, and organize credit card statements.
2. Confidentiality & Record Management:
   • Work with confidential materials, including student records, staff records, and evaluations.
   • Ensure compliance with special education legal requirements when handling documents.
   • Assist in processing faculty and staff evaluations.
   • Manage, organize, and process requests for educational records, ensuring timely and secure transmission of student files in compliance with privacy regulations.

1. Preschool Coordination & Support:
   • Schedule and manage preschool screening appointments.
   • Create and maintain special education files for preschool students.
   • Send out enrollment information and other necessary communication to families.
   • Call families regarding preschool tuition payments and track payments accordingly.
   • Assist with preschool registration, coordinating with families and staff as needed.
   • Facilitate communication between families, teachers, and service providers regarding preschool programs.
   • Manage transportation

1. Special Education Compliance & Support:
   • Assist Pupil Services staff with questions regarding special education paperwork.
   • Maintain knowledge of CT SEDS (Connecticut Special Education Data System) and assist staff with compliance-related tasks.
   • Manage, archive, print, and forward mail to parents as needed.
   • Facilitate the student registration process and coordinate enrollment with internal and external district staff.
   • Oversee student transfer processes in coordination with other school districts' special education secretaries.
   • Manage PowerSChool and communicate with schools and PSIS coordinator

1. Data Management & Software Utilization:
   • Maintain and manage student records, attendance, and enrollment using PowerSchool.
   • Utilize Munis for financial transactions and management.
   • Manage all incoming bills and contracts for Pupil Services
   • Process and organize documents using Microsoft Office and Google Docs.
   • Use Frontline for attendance, substitutes, hiring, etc.
2. Educational Records & File Management:
   • Manage, organize, and fulfill requests for educational records for students, ensuring compliance with FERPA and other privacy regulations.
   • Coordinate the transfer of student records between schools and districts as needed.
   • Maintain accurate records of all requests and ensure proper archiving of student files.
3. Special Projects & Transportation Coordination:
   • Provide administrative assistance on special projects as assigned.
   • Coordinate special education transportation services for eligible students.
4. Collaboration & Team Support:

• Assist personnel in the District Office as needed.
• Support the front office with visitors, managing the door, etc
• Support Pupil Services administrators with clerical and copying tasks.
• Perform additional duties as assigned by the Director of Pupil Services.

Qualifications:

• High school diploma or equivalent required; Associate's degree preferred.
• Prior experience in an administrative support role, preferably in a school setting.
• Knowledge of special education legal requirements and confidentiality regulations.
• Experience working with preschool programs, student enrollment, and tuition payment tracking preferred.
• Proficiency in CT SEDS, PowerSchool, Munis, Microsoft Office Suite, Google Docs, and other relevant software preferred.
• Strong organizational skills and ability to manage multiple priorities effectively.
• Excellent verbal and written communication skills.
• Ability to handle sensitive and confidential information with discretion.
• Strong problem-solving skills and attention to detail.
• Experience with special education transportation coordination, and educational records management is a plus.

Work Environment:

This position operates in a professional office environment within the school district and requires regular interaction with staff, students, parents, and external agencies.