Administrative Assistant-Board of Education - CIS: Fine Arts, PE/Health and Athletics

Bristol Public Schools • Bristol, CT

50d

About The Position

Responsible for secretarial duties associated with Curriculum and Instrucional Services.

Requirements

• High School Diploma or General Education Degree (GED) preferred. Previous office experience desirable.
• 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.
• Ability to work with mathematical concepts appropriate to the position.
• Basic knowledge and experience with job related computer hardware and software applications. Demonstrated ability to operate a personal computer and related software.
• Ability to apply common sense understanding to carry out instructions furnished in written or oral form. Ability to deal with problems.
• 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.

Responsibilities

• 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.
• 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 communications-emails, memos, notices, and letters-on 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.
• 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.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Industry: Educational Services
• Education Level: High school or GED