What are the responsibilities and job description for the Administrative Assistant-Board of Education - CIS: Fine Arts, PE/Health and Athletics (REPOST) position at Bristol Public Schools?
POSITION TITLE: ADMINISTRATIVE ASSISTANT- BOE - Athletics, Physical Education, Health and Fine Arts
DEPARTMENT: SECRETARIAL
REPORTS TO: DIRECTOR OF ATHLETICS, TEACHING DEAN FOR PHYSICAL EDUCATION & HEALTH, SUPERVISOR OF FINE ARTS
SUMMARY: Responsible for secretarial duties associated with Curriculum and Instructional Services.
ESSENTIAL DUTIES AND RESPONSIBILITIES: Other duties may be assigned.
Finances & Accounting
- Support the preparation, verification, and submission of coaching payroll, ensuring accurate and timely processing
- Assist with developing, organizing, and submitting annual budgets using district financial systems.
- Oversee athletic and fine arts activity accounts, including managing checkbooks and account reconciliation. Write, process, and track checks issued from athletic activity accounts.
- Prepare and process purchase orders, requisitions, and vendor payments for Athletics, Physical Education & Health, and Fine Arts; ensure timely and accurate record keeping.
- Monitor budgets and expenditures, track spending trends, and provide itemized reports for assigned departments.
- Maintain current inventories of supplies and equipment; coordinate reorders when needed.
- Receive shipments of equipment and distribute to appropriate schools for supplies and equipment for the athletic and fine arts departments.
Communications, Scheduling, & Records
- Manage digital and physical record-keeping systems, including data entry, document organization, and department compliance logs.
- Maintain shared calendars and coordinate meetings, appointments, and scheduling needs for supervisors.
- Draft, edit, and send professional communicationsemails, memos, notices, and letterson behalf of department supervisors.
- Manage the filing, tracking, and state submission of coaching permits; monitor renewal deadlines.
- Maintain accurate department files, accounts, and records in accordance with district and state guidelines.
- Create, organize, and maintain office files and digital folders to ensure easy access and efficient workflow.
- Respond promptly and professionally to inquiries from students, families, staff, and community members.
- Work with staff from other school districts and the CIAC occasionally.
- Compile and submit reports as required.
- Open and distribute mail.
Other
- Uphold confidentiality of student, staff, and district information in all formats.
- Receive and verify deliveries; distribute supplies and equipment to appropriate schools or program areas.
- Perform additional duties as assigned by the supervisor to support department operations.
SUPERVISORY RESPONSIBILITIES:
None.
QUALIFICATION REQUIREMENTS: TO PERFORM THIS JOB SUCCESSFULLY, AN INDIVIDUAL MUST BE ABLE TO PERFORM EACH ESSENTIAL DUTY SATISFACTORILY. THE REQUIREMENTS LISTED BELOW ARE REPRESENTATIVE OF THE KNOWLEDGE, SKILL AND/OR ABILITY REQUIRED. REASONABLE ACCOMMODATIONS MAY BE MADE TO ENABLE INDIVIDUALS WITH DISABILITIES TO PERFORM THE ESSENTIAL FUNCTIONS.
EDUCATION AND/OR EXPERIENCE:
High School Diploma or General Education Degree (GED) preferred. Previous office experience desirable.
LANGUAGE SKILLS:
Ability to read and interpret documents such as safety rules, operating and maintenance instructions and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively with parents, staff and students.
MATHEMATICAL SKILLS:
Ability to work with mathematical concepts appropriate to the position.
COMPUTER SKILLS:
Basic knowledge and experience with job related computer hardware and software applications. Demonstrated ability to operate a personal computer and related software.
REASONING ABILITY:
Ability to apply common sense understanding to carry out instructions furnished in written or oral form. Ability to deal with problems.
OTHER SKILLS AND ABILITIES:
Ability to establish and maintain effective working relationships with students, staff and the community. Ability to perform duties with awareness of district requirements and Board of Education Policies. Typing/Word Processing proficiency; good public relations; good telephone technique; general office skills; adaptability; operation of office machines; accuracy.
PHYSICAL DEMANDS:
The physical demands described herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is most frequently required to actively circulate around the facility. This involves frequent transitions from standing, to sitting, to bending. The employee is required to work with hands and continuously will repeat the same hand, arm or finger motion many times as in typing or word processing. The employee must occasionally lift and/or move up to twenty-five (25) pounds, such as AV equipment and books. Specific vision abilities required by this job include close vision, depth perception and the ability to adjust focus.
WORK ENVIRONMENT:
The work environment characteristics described herein are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
The noise level in the work environment is usually quiet to moderate. The employee continuously is interacting with the public, staff and students. The employee frequently will be required to meet multiple demands from several people.
SALARY: Class B of the Secretarial Contract (3551) WORK HOURS: 8:00 AM TO 4:00 PM
START DATE: As soon as possible
APPLICATION: Those currently employed by the Bristol Board of Education complete an internal online application by 4:00 p.m. on August 7,2026.
All others fill out an online application at www.applitrack.com/Bristol/onlineapp.
7/31/26 IW/sb
PC# 51000053