Secretarial Position

Connecticut REAP • West Hartford, CT

79d

About The Position

This position supports both the Education and Development teams by managing administrative tasks, scheduling meetings, tracking educational materials, handling communications, and coordinating events. This role provides backup support to the Office Manager, ensuring continuity in daily operations and smooth communication between IEA and stakeholders.

Responsibilities

• Process and submit purchase orders for the Education Team, including Amazon orders, ensuring accuracy, proper approvals, and timely submission to the Finance Liaison.
• Responsible for coding invoices to align with the approved school year budget. Will collaborate with Finance Team on this task.
• Support follow up with Districts when needed to answer billing questions.
• Schedule and manage PPT meetings, ensuring all required participants are informed and able to attend.
• Prepare and distribute PPT invitations and materials to appropriate staff, parents, and district representatives.
• Maintain the PPT calendar, ensuring timely scheduling and accurate communication.
• Responsible for Progress Reports being completed by staff and shared.
• Upload reports to CT-SEDS.
• Oversee and compile daily attendance for students and staff and prepare district attendance reports for the Office Manager.
• Email Attendance on a daily basis.
• Coordinate report card timelines and communicate deadlines with teachers.
• Oversee report card distribution and manage transcript requests.
• Post job openings, coordinate interview scheduling, and prepare welcome kits for new staff members.
• Support staff and family communications through various platforms, including newsletters and event notifications.
• Assist with scheduling and confirming appointments and supports special events such as conferences and graduation ceremonies.
• Maintain and secure confidential information for students, staff, and parents.
• Provide backup support for the IEA LEA and Education Office in data entry, mail handling, and inquiries in the absence of main office staff.
• Order and dispense supplies for the school office and leadership team, maintain inventory, and organize the supply closet.
• Assist in maintaining health and emergency forms for staff and students.
• Support state reporting, accreditation, and events in collaboration with the Office Manager.
• Answer phones, emails, and inquiries, and maintain an up-to-date main phone message.
• Greet visitors, screen entries, manage mail, and ensure adherence to IEA security protocols.
• Handles deliveries.
• Filing of student records.
• Update the website with current content, events, and announcements in collaboration with the Development Team.
• Create and distribute the Development materials such as, but not limited to the Annual Giving newsletter, Horizon, and other announcements with the Development Office.
• Support social media presence in collaboration with the Development Office.
• Prepare invitations and materials for graduation and other special events, assisting with the smooth execution of school functions.
• Perform additional duties as assigned by the direct supervisor to support efficient office operations and overall team success.

What This Job Offers

• Industry: Administration of Human Resource Programs