Job Description:
Information on the civil service exam, and to apply for the exam can be found here https://www.easthaven-ct.gov/jobs.aspx
Job Title: Secretary II
Reports To: Chief Financial Officer
Location: Business Office
Level: Grade 10
Education/Experience:
Graduate from high school or equivalent with a business course background and three (3) years of secretarial experience. Experience in a school system or related work with children is preferred. Any equivalent combination of education and experience.
Position Summary:
The Business Office Secretary handles general secretarial and office management responsibilities relative to drafting correspondence, documents, typing, filing and records maintenance. Performs varied Business Office work and interfaces with employees, vendors, and rental clients.
Responsibilities:
- Performs clerical tasks and functions;
- Receives and distributes incoming calls, messages and correspondence to appropriate staff members;
- Functions as receptionist to incoming staff members, vendors, rental clients, and all visitors to the Business Office;
- Serve as the point of contact for all buildings within East Haven Public Schools for rental events internally and externally;
- Create quote/contract for rental events in accordance with school board policies and guidelines and in conjunction with business office leadership;
- Serves as the primary point of contact for internal staff and external organizations regarding facility availability and reservations, guidelines, and rental requirements;
- Document payments received and collect all necessary paperwork for all external rental events;
- Resolve scheduling conflicts, cancellations and complaints efficiently and professionally to maintain positive community relations;
- Prepares a variety of reports; some of a highly confidential nature;
- Prepares and processes purchase requests for a wide variety of materials and supplies in accordance with well-defined procedures;
- Maintains required personnel and financial records in connection with Federal and State guidelines;
- Arranges and makes preparations for meetings;
- Performs other related duties as assigned
Minimum Qualifications/Skills and Knowledge Requirements:
- Work requires an excellent command of the English language (bilingual in Spanish is a plus).
- Must have knowledge of secretarial, office administrative procedures, and knowledge of use and operation of standard office equipment, at a level generally acquired through 1 + years related experience.
- Must have knowledge of a variety of computer software and online applications in word processing, spreadsheets, database, student information management systems and presentation software.
- Must be able to act with considerable latitude in the exercise of personal judgement
- Must have a high level of interpersonal skills, to work with staff, students, parents, and public and to handle sensitive and confidential situations. Position continually requires demonstrated poise, tact, and diplomacy.
- Some analytical ability is required in order to gather and summarize data for reports, find solutions to various administrative problems, and prioritize work.
- Work requires continual attention to detail in composing, typing, and proofing materials, establishing priorities, and meeting deadlines.
- Understands departmental needs and can assign problems, handle correspondence or answer questions intelligently
Disclaimers
- The job description lists typical examples of work and is not intended to include every job duty and responsibility specific to a position. An employee may be required to perform other related duties not listed on the job description provided that such duties are characteristic of that classification. This job description reflects managements assignment of essential functions; it does not prescribe or restrict the tasks that may be assigned.
East Haven Public Schools is an equal opportunity employer. Minorities, females, handicapped, and veterans are encouraged to apply.
Approved: 7/8/2026