Receptionist/School Secretary

Category: Professional Staff

Status: Part-time; Nonexempt

Potential Travel: None

Physical Demands: Prolonged periods of sitting at a desk, table, or other work surface; Frequent need to ascend and descend staircases; Frequent periods of extended exposure to computer screens/monitors; Frequent use of typing keyboard and manual writing; Infrequent need to lift, carry, pull, or push items weighing more than 15 pounds

Working Environment: School setting, with presence of children and adults; Office environment, including desk and standard office furniture and technology; Natural & fluorescent light; Heating & air conditioning

Typical Schedule: 8:30 a.m.-3:30 p.m. Year round. School vacation days. Hours flexible in the summer.

Supervisor: Principal and Prekindergarten Director

Direct Reports: None

Overview

The School Secretary serves as a primary point of contact for students, families, guests/volunteers, vendors, and others visiting the School, and s/he manages the process of secure entry to the School building. The School Secretary is responsible for the daily oversight and management of the School Office, providing direct assistance to the Principal, Director of Pre-Kindergarten Programs, Executive Director, and other Senior Administrators in ensuring effective communication and the safe and successful operation of the School. S/he will be responsible for the effective and efficient recordkeeping of confidential school records, including, but not limited to, regular data entry of sensitive information. The School Secretary ensures that the materials, resources, and equipment of the School Office are available and in good working order, assisting colleagues as needed. Spanish language proficiency is a plus.

Duties & Responsibilities

Mission Awareness

• Effectively communicate the mission and goals of the school to internal and external constituencies
• Cultivate an atmosphere of community and compassion amongst faculty, staff, students, and families

Academic Life

• Create and maintain documentation for all students enrolled in the Pre-Kindergarten program, ensuring all requirements are met and confidentiality is upheld
• Facilitate the creation and maintenance of Permanent Record Cards for all students enrolled in the School, including the proper and legal collection, dissemination, and transfer of student records
• Coordinate the entry of all pertinent student enrollment information in the student management information system
• Accurately enter attendance information in the student management information system, including the regular dissemination of related information to other faculty/staff
• Oversee the collection of all admissions applications and maintenance of the enrollment waiting list
• Assist the Principal in the ordering and distribution of curricular and program-related supplies and materials

Student Life

• Track enrollment and attendance in the Before Care program, accurately entering relevant information in the student management information system and communicating such information to other faculty/staff as needed
• Communicate attendance and other relevant information pertaining to school-provided lunch to Kitchen Supervisor and other faculty/staff, as needed
• Annually complete the process of certifying all enrolled students for the Community Eligibility Provision according to guidelines for state-funded school meal programs
• Provide assistance and support to parents/guardians in navigating school programs, policies, and practices
• Assist the School Nurse in the dissemination and collection of required health and immunization records, including matters pertaining to allergies and other special considerations
• Provide School Nurse with documentation pertinent to medically-related attendance matters
• Assist the Principal in the administration of first aid (in the absence of the School Nurse) and management of emergency/crisis drills and scenarios
• Oversee the coordination and communication of all matters pertaining to transportation provided by the City of Waterbury/Waterbury Public Schools

Administrative

• Ensure the proper supply, operation, and maintenance of School Office resources and equipment, coordinating with other faculty/staff as needed
• Coordinate the verification and acceptance of all deliveries made to the School Office
• Promptly answer phone calls and direct such calls to the appropriate staff, take messages for teachers in classes and coordinate the dissemination of e-mail messages to the appropriate parties
• Sort and distribute postal mail upon arrival at the School Office
• Oversee the distribution of materials and information for parents/guardians, including PTO fundraising information and other pertinent documents
• Coordinate the response to general website inquiries
• Provide the Development Office and other pertinent parties with information regarding photo and recording permissions
• Monitor the main entrance doors, as well as facilities cameras, ensuring that building access is granted according to School policies and procedures, and matters of safety and security are coordinated with the appropriate administrator

Financial Management

• Collect all tuition and fee payments, providing parents/guardians with written receipt and preparing Daily Detail Record and bank deposit slip
• Oversee the collection, recordkeeping, and deposit preparation of PTO fundraising and other special event funds
• Coordinate and maintain financial information and all processes pertaining to Care4Kids applications

Human Resources

• Maintain and populate the shared faculty/staff calendar
• Maintain sign in and sign out sheets for families and staff

Other

• Assist faculty/staff with clerical projects as needed
• Complete other tasks and duties as assigned by the Principal and/or Executive Director

Required Skills & Qualifications

• Associate's Degree required; Bachelor's degree strongly preferred
• 3-6 years of office management/clerical experience in fast-paced, multi-faceted environment
• High level of computer and technology skills, including Microsoft Office and Google suites
• Ability to work independently and maintain appropriate sensitivity and confidentiality
• Basic accounting skills

Disclaimer

The duties and responsibilities contained within this position description should not be considered a comprehensive list. Additional tasks may be assigned occasionally as necessitated by organizational needs. Employees will be notified in writing of any permanent changes to the position description. This position description was last updated on October 20, 2025

EEO Statement

Children’s Community School adheres to the principle of equal opportunity. Staff is employed on the basis of qualifications and competence, education, experience, personal qualities, evaluation of previous employers and other references. The School makes employment decisions based on merit and the School's needs, and not on race, color, citizenship, or mental disability, marital status, veteran, status, or any other classification protected by law.

Job Type: Part-time

Pay: From $20.00 per hour

Expected hours: 37.5 per week

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Work Location: In person

Salary : $20