The Administrative Assistant to the Assistant Superintendent of Curriculum and Personnel provides highly responsible administrative, clerical, financial, and operational support to the Assistant Superintendent and the District's Central Office. This position serves as a key point of contact for families, staff, administrators, and community members and is responsible for coordinating districtwide student registration, preschool tuition collection, McKinney-Vento transportation arrangements, purchasing, budget encumbrances, and other administrative functions. The successful candidate must demonstrate exceptional organizational skills, attention to detail, professionalism, discretion, and the ability to manage multiple priorities in a fast-paced educational environment.

Essential Duties and Responsibilities:

• Provide comprehensive administrative support to the Assistant Superintendent of Curriculum and Personnel.
• Manage calendars, schedule meetings, coordinate appointments, and prepare meeting materials.
• Maintain organized electronic and paper filing systems.
• Respond to inquiries from parents, employees, administrators, and outside agencies in a professional and timely manner.
• Assist with the coordination of districtwide meetings, professional development activities, and special events.
• Maintain confidential student, personnel, and administrative information in accordance with applicable laws and district policies.
• Track deadlines, maintain records, and follow up on outstanding administrative tasks.
• Serve as the primary point of contact for families registering students in East Windsor Public Schools.
• Coordinate and process student registrations, transfers, withdrawals, and enrollment documentation.
• Assist families with registration procedures, required forms, and documentation.
• Verify residency and enrollment documentation in accordance with Connecticut law and district policies.
• Maintain accurate student registration records and enter enrollment information into the District's student information system.
• Coordinate with school offices, administrators, special education staff, and other departments to ensure timely and accurate enrollment.
• Request and facilitate the transfer of student records between districts.
• Maintain enrollment data and prepare registration reports as requested.
• Ensure student registration practices comply with applicable state and federal requirements.
• Coordinate registration and enrollment procedures for the District's tuition-based preschool program.
• Maintain accurate preschool enrollment and tuition records.
• Prepare and distribute tuition invoices, payment reminders, and related correspondence.
• Receive, record, and process preschool tuition payments in accordance with district financial procedures.
• Monitor outstanding balances and communicate with families regarding payment obligations.
• Coordinate with the Business Office to reconcile tuition collections, deposits, and financial records.
• Maintain confidentiality of family financial information.
• Assist with preschool enrollment updates, waitlists, and program-related communications.
• Assist the District's designated McKinney-Vento Liaison with transportation arrangements for eligible students experiencing homelessness.
• Assist families experiencing housing instability or other enrollment challenges by referring them to appropriate district personnel.
• Coordinate transportation requests with families, school administrators, transportation providers, and neighboring school districts.
• Arrange and monitor transportation services to support school stability and continuity of education.
• Communicate transportation schedules, changes, and service concerns to appropriate parties.
• Maintain accurate transportation records, service documentation, and related correspondence.
• Assist the district's designated McKinney-Vento Liaison with transportation arrangements for eligible students experiencing homelessness.
• Coordinating transportation agreements and cost-sharing arrangements between school districts, as directed.
• Review transportation invoices and maintain expenditure records for applicable services.
• Protect the confidentiality and privacy of students and families.
• Support compliance with the McKinney-Vento Homeless Assistance Act and applicable Connecticut requirements.
• Arrange and monitor transportation services to support school stability and continuity of education.
• Communicate transportation schedules, changes, and service concerns to appropriate parties.
• Maintain accurate transportation records, service documentation, and related correspondence.

• Prepare, enter, and process purchase requisitions and purchase orders for the Curriculum and Personnel Department.
• Encumber funds within the District's financial management system to ensure accurate tracking of financial commitments.
• Verify budget account codes, available funds, pricing, and purchasing documentation.
• Monitor departmental budgets, expenditures, encumbrances, and available balances.
• Coordinate with vendors to obtain quotes, place orders, and resolve purchasing or delivery issues.
• Track orders and verify receipt of goods and services.
• Review invoices for accuracy and coordinate with the Business Office to facilitate timely payment.
• Maintain organized purchasing records, invoices, purchase orders, and financial documentation.
• Assist with budget preparation, financial reporting, and year-end purchasing activities.
• Follow district purchasing policies, internal controls, and applicable municipal and state requirements.

• Assist with administrative functions related to curriculum, instruction, professional development, and personnel operations.
• Maintain records, schedules, and documentation related to curriculum initiatives and district programs.
• Coordinate logistics for professional development sessions, workshops, and staff training.
• Assist with preparing and distributing curriculum-related materials and communications.
• Support personnel-related administrative processes as assigned, including maintaining records, preparing correspondence, and coordinating meetings.
• Assist with collecting, organizing, and maintaining information needed for state and district reporting.
• Coordinate with Human Resources, the Business Office, building administrators, and other departments to support efficient district operations.
• Maintain confidentiality of sensitive employee and student information.
• Provide professional and courteous customer service to students, families, employees, and community members.
• Answer telephone calls, monitor departmental email, and direct inquiries appropriately.
• Maintain office supplies and coordinate purchasing of departmental materials.
• Identify opportunities to improve administrative procedures, efficiency, and communication.
• Provide backup administrative support to other Central Office personnel as needed.
• Perform other related duties as assigned by the Assistant Superintendent or Superintendent of Schools.

Qualifications:

• High school diploma or equivalent required.
• Associate degree in business administration, office management, education administration, or a related field preferred.
• Minimum of three years of progressively responsible administrative or clerical experience preferred.
• Experience working in a Connecticut public school district or educational setting strongly preferred.
• Experience with purchasing, accounts receivable, financial records, or budget management preferred.
• Experience with student registration and student information systems preferred.

 

Physical Demands:*

• Must possess the ability to stand, sit, and walk unassisted 
• Must possess normal visual acuity, with or without corrective lenses, and depth perception
• May be required to lift up to 20 pounds

*The physical demands of this position are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this job.

 

Work Environment:

• Work indoors, moving between offices.
• May be exposed to noise levels that are distracting
• Work near others, often within a few feet
• Work related tasks may be subject to deadlines and time constraints

 

Work Days:

 

• 12 month position, Monday through Friday

 

Work Scheduled:

• School Year hours 8am - 4 pm
• School breaks and vacations 7:30 am - 3:30 pm

Compensation & Benefits:

• EWPS offers an exceptional benefits package, including paid time off, participation in the Town of East WIndsor sponsored retirement plan, and a percentage cost share for premium health, vision and dental insurance plans (percentage amount may be based on current collective bargaining agreement)
• Hourly compensation based on experience, $27.06-$37.64based on the wage table in  the current collective bargaining agreement 

 

The information contained in this job description is for compliance with the American with Disabilities Act (A.D.A.) and is not an exhaustive list of the duties performed for this position.  Additional duties are performed by the individuals currently holding this position and additional duties may be assigned.