Administrative Assistant – Grade 3 – WERACE Adult Education (46-Week Position)

Purpose / Position Summary
The Danbury Public Schools is seeking a dedicated and experienced Administrative Assistant to support the daily operations of Western Connecticut Regional Adult & Continuing Education (WERACE). This 46-week, full-time position provides high-level clerical, operational, and student service support for a dynamic regional adult education program serving Danbury and surrounding communities.
WERACE offers free adult learning services including High School Completion, GED preparation, English as a Second Language (ESL), Citizenship preparation, Family Literacy, and Workforce Development programs. The Administrative Assistant is often the first point of contact for adult learners, families, staff, and community partners and plays a key role in ensuring efficient, welcoming, and professional program operations.
This position requires strong organizational skills, attention to detail, cultural sensitivity, discretion with confidential information, and the ability to manage multiple responsibilities in a fast-paced educational environment.
 
Reports To: Regional Director of Adult & Continuing Education or designee
 
Essential Duties and Responsibilities
Front Office & Student Support

• Serve as the primary point of contact for walk-in students, visitors, families, and community partners.
• Greet and assist adult learners professionally and courteously.
• Answer multi-line phones, take accurate messages, and direct inquiries appropriately.
• Provide information regarding GED, ESL, High School Completion, Citizenship, and related programs.
• Assist learners with registration, appointment scheduling, orientation check-in, and general navigation of WERACE services.
• Maintain a welcoming, respectful environment that supports a diverse adult learner population.

Office & Operational Management

• Coordinate and maintain program calendars, class schedules, appointments, and meeting logistics.
• Support both day and evening programming needs.
• Manage routine office tasks including copying, scanning, filing, shredding, and mail distribution.
• Prepare materials for meetings, trainings, orientations, and program events.
• Assist with purchasing processes, inventory tracking, supply ordering, and invoice processing.
• Support program budget tracking in collaboration with Finance.

Word Processing & Communication

• Prepare correspondence, notices, reports, forms, and program materials using Microsoft Office and Google Workspace.
• Draft, edit, and proofread communications for clarity, accuracy, and professionalism.
• Assist with student and staff communications, including email, printed materials, and outreach reminders.
• Support development of flyers, notices, and updates for community distribution.
• Assist with posting or sharing WERACE-related content for outreach and engagement.

Records & Data Management

• Maintain accurate and confidential student records, attendance logs, testing documentation, and enrollment files.
• Enter, update, and verify data in LACES and other designated district or state systems.
• Support pre- and post-test documentation and CASAS testing check-in procedures under certified staff guidance.
• Generate basic reports and assist with required district and state reporting.
• Ensure compliance with district, state, and federal data privacy and record-keeping guidelines.

Program Support

• Provide clerical assistance to leadership overseeing ESL, Family Literacy, Workforce Development, High School Completion, and related programs.
• Contact students for appointment reminders, follow-ups, schedule confirmations, and other program-related communications.
• Assist with special projects aimed at improving operational efficiency and enhancing the student experience.

Knowledge, Skills & Abilities

• Strong interpersonal and customer-service skills with professionalism and cultural sensitivity.
• Ability to work effectively with diverse adult learners and community members.
• Strong organizational skills and ability to manage multiple priorities.
• Effective written and verbal communication skills.
• Ability to maintain confidentiality and handle sensitive information appropriately.
• Proficiency with Microsoft Office Suite and Google Workspace.
• Ability to learn and use new software systems and technologies.
• Ability to follow detailed written and verbal instructions in English.
• Proficiency with general office equipment (computers, copiers, printers, etc.).

Minimum Qualifications
Education

• High school diploma or equivalent required.
  Some postsecondary coursework preferred.
  Experience
  1–2 years of clerical, office support, customer service, or school-based experience preferred.
  Technical Skills
  Experience with student information systems (such as LACES) preferred but not required; training provided.
   

Preferred Qualifications

• Experience in adult education, community programming, or public school settings.
• Bilingual or multilingual skills (Spanish or Portuguese strongly preferred).

Working Conditions & Compensation

• Full-time, 35 hours per week (46-week assignment), Monday through Thursday.
• Salary in accordance with the current UPSEU bargaining agreement.
• Eligible for health and welfare benefits and paid time off as outlined in the agreement.
• Ability to pass required district background checks.

Application Procedure
All applicants must apply online at:
www.danbury.k12.ct.us