Administrative Assistant - Grade 4 - Sites and Facilities

Danbury Public Schools District•Danbury, CT

52d•$27•Onsite

About The Position

The Danbury Public Schools serves a diverse community of nearly 12,000 learners across twenty (20) school buildings, supported by more than 2,000 employees districtwide. The Sites & Facilities Department oversees all district buildings, ensuring safe, clean, and well-maintained learning environments for students and staff. Located in the Sites & Facilitites Office, the Administrative Assistant for Sites & Facilities serves as a critical member of the operational leadership team. This Administrative Assistant will work directly with the Coordinator of Sites & Facilities and will support districtwide building operations, maintenance workflows, custodial staffing, purchasing, payroll processing, and coordination of work orders. Administrative Assistants in this department work year-round in a dynamic, fast-paced setting that requires strong communication, flexibility, and frequent interaction with custodial staff, school administrators, vendors, City partners, and members of the public. Work in the Central Office is characterized by a strong team-based approach where staff collaborate daily to address both anticipated and unanticipated operational challenges that support the smooth functioning of the District. The successful Administrative Assistant candidate will provide high-level administrative support to the Coordinator of Sites & Facilities, manage critical operational systems, and assist with districtwide building support functions. This position requires excellent organizational skills, strong attention to detail, the ability to problem-solve independently, and the capacity to coordinate multiple priorities that support the effective and safe operation of Danbury's school buildings.

Requirements

Knowledge of office administration, recordkeeping, and departmental workflow.
Knowledge of budgeting, purchasing, payroll processing, and financial documentation.
Knowledge of work order management systems and facility operations.
Strong organizational, time management, and multitasking abilities.
Superior oral and written communication skills.
Ability to work both independently and collaboratively in a fast-paced environment.
Ability to handle confidential information with discretion.
Excellent attention to detail with accurate proofreading and document preparation.
Capacity to troubleshoot and solve problems with limited supervision.
Proficiency with Microsoft Word, Excel, and PowerPoint at an intermediate level (assessment may be required).
Willingness and ability to learn additional facilities- or education-related software programs.
Minimum of six (6) years of progressively responsible secretarial or administrative experience; senior-level or facilities-based administrative experience preferred.
High school diploma or equivalent required; Associate degree or higher preferred.
Demonstrated success working both independently and within a team.
Proven ability to quickly learn new systems, processes, and software.

Nice To Haves

Knowledge of Alarm systems (Bosch, DMP), Tyler accounting systems, and Frontline products (preferred).
Strong bookkeeping or financial processing experience desired.

Responsibilities

Maintains schedules and calendars for the Coordinator and other designated staff.
Receives calls and communications from within and outside the District and resolves issues with minimal oversight.
Organizes meetings, prepares agendas and materials, and takes notes or meeting minutes as needed.
Performs general office tasks including copying, maintaining files (including confidential files), and ordering supplies.
Administers the districtwide work order system; monitors requests, communicates assignments, and follows up with school personnel and Public Buildings.
Assists in scheduling substitute custodians to cover full-time staff absences.
Inputs and updates alarm codes for all district buildings using Bosch and/or DMP systems.
Coordinates with City of Danbury Public Buildings on joint work orders and facility-related concerns.
Requests purchase orders and processes invoices totaling more than $1 million annually.
Maintains accurate financial documentation and supports budget tracking processes.
Completes bi-weekly payroll for 80+ staff members, including shift differential calculations.
Assists with onboarding and processing new employees and supports training for office or custodial staff as assigned.
Drafts, edits, and prepares correspondence, forms, and reports with a high degree of accuracy.
Researches and compiles information for statistical or narrative reports as needed.
Communicates deadlines, procedures, and operational updates to staff, administrators, and vendors.
Upholds strict confidentiality when handling personnel, security, or facility-related data.
Troubleshoots operational issues, resolving matters independently whenever possible.
Acts as a resource to custodial and administrative staff regarding Sites & Facilities procedures.
Performs other related duties as assigned.