Secretarial Position - Portland Public Schools
Position: Secretarial Position
Subject Area: (none)
Job Title: Administrative Assistant to the Director of Student Services
Job Location: Portland School District
Beginning: Aug 01, 2022
Deadline: Open until filled **
District: Portland Public Schools
Portland, CT 06480
Telephone: 860-342-6790
Job Description:
The Portland Public Schools is seeking an administrative assistant to the Director of Student Services.  Prior school experience is essential.  
To apply online: visit:    (No paper copies please)

Job Goal:  To assure the smooth and efficient operation of the Student Services Office by working directly with the Director of Student Services in an administrative support role.  Under the direction of the director, assist in the day-to-day secretarial and administrative functions of the department’s office. 
Reports to:  Director of Student Services
  1. Prior secretarial experience desired.
  2. Demonstrates typing and strong knowledge of spreadsheets, word processing, database management and electronic mail.
  3. Excellent written and oral communication skills
  4. Demonstrate ability to meet and work effectively with students, parents, staff and community in a professional and courteous manner.
  5. Maintain confidentiality in all office proceedings, personnel and public records.
  6. Ability to work independently
  7. Attend workshops and other professional development opportunities to increase knowledge base and new technologies and software.
  • Serve as the administrative assistant to the Director of Student Services.  Perform secretarial and clerical tasks of a varied nature.  Many tasks will require a thorough knowledge of the rules and regulations of the school district and the frequent exercise of independent judgment within the scope of the authority granted by the administrator. 
  • Organize and maintain an efficient and effective office that handles a variety of tasks for the administration, faculty, students, and parents. 
  • Greet and receive students, school staff, and visitors in the Student Service office, answer telephone calls in a pleasant and efficient manner, and communicate effectively in routine, sensitive, and confidential matters.
  • Arrange appointments and maintain office calendar for the Director of Student Services; especially those related to time lines regarding referrals, testing, and IEP’s.  Coordinate schedules with outside agencies and district personnel.
  • Distribute correspondence of the office, responding to routine requests for information.  Prepare and distribute communications, reports, mailings, etc. on a timely basis to appropriate audience.
  • Maintain efficient and well organized electronic and paper data collection and filing systems for reporting Special Education services and expenditures including student placements, transportation, budgets, and purchases orders.  Maintain all confidential files.  
  • Assist with State and Federal reports and mandates and distribute new updates to district personnel, agencies, and public as required.
  • Coordinate Summer School for K-12 students including correspondence, scheduling, and State reporting.
  • Other duties as assigned by Director of Student Services and/or Superintendent of Schools.
Title:     Transportation Coordinator  
Coordinates all Special Education/ Summer School Transportation Activities
  • Track annual certification of drivers, DMV physicals, and licenses.
  • Coordinate transportation for students receiving services with private contractors and district owned vans. Communicate with drivers and parents via radio and telephone to ensure safe and timely delivery to and from school.  Troubleshoot issues as needed.   
  • Maintain schedule of drivers and arrange for substitutes as needed.  Coordinate vehicles for interoffice district use.
  • Collect, record, and submit payroll documents, attendance requests and summaries to the Board of Education Office as required for processing.
  • Provide disabled and medically fragile students with necessary services including nursing staff and specially equipped busses and vans
  • Prepares out of district packets for the school year and summer school and include complete information about routes,  addresses, phone numbers and  other pertinent information
  • Monitor the usage of cameras and visuals on bus.

** District reserves the right to close any Job Posting when a suitable applicant has been found before the deadline date.