Administrative Assistant - Student Services

Join to apply for the Administrative Assistant - Student Services role at New Haven Public Schools

This is a Special Fund
, non-tested position. Continued employment is contingent upon the availability of future funding. Hires into this class are not covered by the City pension but shall continue to be covered by Social Security.

• Salary: $49,950
• Union affiliation:
  Local 884, Range
  9. Step 1
• Employment type:
  
  Full-time

• Provide administrative support in the operation of an office or department, supporting directors, managers, and other department staff in a variety of administrative or program assignments.
• Perform reception duties and use computers to enter/maintain data, produce correspondence or other materials, and process electronic or paper forms/information; maintain records with a high degree of accuracy.
• Maintain confidentiality and handle sensitive information; work with independence according to general or specific instructions and report results through conferences or observations.
• Greet and assist visitors; answer and screen phone calls; route visitors and callers appropriately.
• Manage mail and, depending on the department, arrange appointments, meetings, or conferences for directors or department staff.
• Handle routine information requests, provide procedural guidance, and assist in resolving administrative problems as assigned.
• Maintain professional communication via phone, email, and other forms of correspondence.
• Generate documents using computers (e.g., correspondence, reports, spreadsheets, presentations) to support office operations.
• Perform data entry and retrieve data to produce reports, audits, and research as needed.
• Create and maintain electronic and/or paper records and files; may maintain less complex accounting, financial, and cost records; may handle personnel records.
• May handle financial and purchasing functions, payroll functions, and expenditure functions depending on the department; may prepare payroll vouchers and purchase orders and perform routine ledger postings.
• Assist in planning, preparing, and coordinating the preparation of capital and operating budgets, including analysis of budget requests where applicable.
• Arrange and schedule meetings for boards or commissions and may act as recording secretary where appropriate.
• Perform related work as required.

• Graduation from high school; college-level coursework relevant to the job duties is a plus.
• At least 2 years of experience with administrative work or an equivalent combination of training and experience that provides the following knowledge, abilities, and skills.
• Considerable knowledge of modern office systems, practices, and procedures.
• Computer literacy including knowledge of Microsoft Office Suite (Word, Excel, Outlook).
• Strong business English, spelling, and arithmetic skills.
• Ability to maintain records and assemble reports from such records; effective oral and written communication skills.
• Ability to establish and maintain effective working relationships with staff and the public.
• Ability to research, assimilate data, and present findings in readable narrative form when necessary.
• Professional, polite, attentive, and accurate demeanor; organized and detail-oriented with strong time management and resourcefulness.

Additional information:
This is a non-tested position; continued employment is contingent upon funding availability. Hires are not covered by the City pension but are covered by Social Security.