School Administrative Assistant | | POSITION SUMMARY: The employee will provide comprehensive administrative and clerical support to the Education Department and other assigned staff, ensuring efficient day-to-day operations. Responsibilities include preparing correspondence, maintaining records and files, scheduling meetings, processing departmental documentation, and assisting with data entry and reporting requirements. This role requires regular communication and collaboration with staff across The Children’s Center of Hamden and the ability to handle sensitive information with discretion. The employee reports directly to, and is accountable to, the Educational Leadership team and may establish daily task priorities under the supervision of the Principal. The employee is also expected to perform additional duties as assigned to support departmental and organizational needs. | POSITION STATUS: EXEMPT | TECHNOLOGIES: Microsoft Office Suite, Electronic Health Record System Platform (Carelogic by Qualifacts), Scheduling Platform (ADP WFM), Online Trainings Platform (ADP WFN), Connecticut Special Education Data System (CT SEDS) | Accountable and responsible for the following results: - Supports the registration of new students by ensuring all forms are completed, obtaining necessary transcripts and documentation, and accurately entering enrollment and student record information into the system, including transportation, attendance, and withdrawals.
- Supports the school administrative team through calendar coordination, correspondence management, and a wide range of clerical tasks.
- Collaborates with the education team, school districts, and families to efficiently coordinate and manage calendars and schedules, supporting timely organization, effective communication, and adherence to regulations for Special Education Team Meetings, Planning and Placement Team (PPT) meetings.
- Track, review, and update educational records to maintain accuracy, compliance, and accessibility.
- Oversee inventory of school and office supplies, ensuring timely procurement of requested materials.
- Collaborate with leadership to gather, maintain, and report data for informed decision-making.
- Assist with the collection, filing, and submission of data for local, state, and federal reporting through the Connecticut State Department of Education (CT SEDs) and CareLogic.
- Serve as the primary liaison with parents, school districts, and transportation companies to ensure effective communication and coordination regarding student attendance.
- Responsible for preparing and maintaining class lists, school census information, and student attendance records.
- Sorts and distributes incoming mail; prepares and sends outgoing correspondence.
- Answers and directs telephone calls, providing information and assistance as needed.
- Welcomes and checks in all visitors, and ensures floating staff are assigned to the appropriate classroom.
- Coordinates with fellow administrative assistants to schedule and confirm external department appointments in CareLogic, and ensures client attendance.
- Partners with the administrative team to assist and support staff in all departments whenever needed.
- Ensures the security of the premises through management of the school entrance and continuous monitoring of front entrance video surveillance system.
- Maintains an up-to-date file of Agency policies and procedures, ensuring full compliance with all administrative directives.
- Maintains appropriate personal boundaries with young people and families served at The Children’s Center of Hamden, in accordance with the agency’s Boundary Code of Ethics.
- Maintains awareness of The Children’s Center of Hamden’s Policy and Procedure Manuals and accesses relevant information as needed to guide decision-making and ensure compliance.
- Contributes to a safe, welcoming, and equitable environment that reflects the agency’s commitment to diversity and inclusion.
- Perform other related duties as assigned.
| MINIMUM QUALIFICATIONS | - High school diploma or equivalent required.
- Experience working in an administrative role within the education setting
- Should possess excellent organizational abilities, be able to handle confidential information, and various situations that may arise. Should have excellent verbal and written communication skills. Ability to prioritize and manage tasks is a must.
| LICENSURE / CERTIFICATIONS | | PHYSICAL REQUIREMENTS / WORK ENVIRONMENT | While performing the duties of this job, the employee is regularly required to perform the following essential job functions: Light lifting (<20 lbs.) Standing Sitting Seeing Moderate lifting (20 – 50 lbs.) Reaching Walking Hearing Heavy lifting (>50 lbs) Bending Climbing Talking Driving Repetitive Motion Push/Pulling Other, specify: The work environment is primarily representative of those an employee encounters while performing the essential functions of the job. Potential exposure to waste and bodily fluids Potential allergenic and/or irritant conditions | To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. |
|
|
|
_______________________________________________ ______________________________ Employee Signature Date |
