School Counseling Administrative Assistant

Reading Memorial High School; Reading (MA); On-site; USD 35,000 - 44,000; Full time

Job summary

Reading Memorial High School in Reading, Massachusetts is seeking an experienced School Counseling Administrative Assistant to support the counseling office for 43 weeks at 75 hours biweekly. The role greets students and families, answers phones, routes inquiries, and handles clerical tasks including scheduling, records, and reports.

The ideal candidate will have strong Microsoft Office and SCOIR skills, excellent organizational abilities, and the capacity to manage confidential information in a

Qualifications

• Strong administrative support and office management skills.
• Knowledge of SCOIR and ability to use related systems.
• Ability to write reports and business correspondence.

Responsibilities

• Manage the counseling office and greet students, parents, faculty and visitors.
• Answer phones, route calls, and manage messages.
• Maintain filing systems and confidential records.
• Schedule appointments for college reps and other visitors.
• Prepare and update student paperwork and scheduling entries.
• Coordinate with counselors on 504 plans and transcripts.

Skills

Administrative support

Microsoft Office

SCOIR

Google Docs/Sheets/Forms

Time management

Multi-tasking

Office management

Communication skills

Confidential records

Accounts payable

Education

High school diploma or equivalent

Associate’s degree preferred

Secretarial experience in school or business

Tools

SCOIR

Microsoft Office Suite

Google Docs/Sheets/Forms

Job description

School Counseling Administrative Assistant

Reading Public Schools Reading Memorial High School - Reading, Massachusetts Open in Google Maps

Starting Date: Immediately

Job Description

SUMMARY: Reading Memorial High Schoolhas an immediateopening fora 43 week,75 hour biweekly, School Counseling Administrative Assistant. The administrative ssistant manages the counseling office and serves as the first person to greet students, parents, teachers and visitors. The administrative assistant answers the phones and gives information to callers or routes call to appropriate staff member. Relieves counseling staff of clerical work and administrative/business details. Reads and routes incoming mail. Composes and types routine correspondence. Files correspondence and other records. Compiles and types statistical reports. Prepares notes, correspondence, and reports using computer and word processor. This is a benefits eligible position.

Serves as Administrative Assistant to the Director of School Counseling of the High School for a range of duties to the efficient operation of the school office including organizing and updating school records and transcripts, college admissions materials and reports, college fair, standardized test materials, bulletin boards, set up college representative and military visitors, register new students, orders supplies, responsible for inventories, correspondence, mail, notices, and operating office machines.

ESSENTIAL DUTIES AND RESPONSIBILITES: The essential functions or duties listed below are illustrations of the type of work that is performed and is not an exhaustive list of the duties performed for by this position. Other duties may be assigned.

• Manages the main school counseling office area to ensure it is a welcoming and safe atmosphere where students, parents, and visitors can easily find information and get the assistance they need.
• Maintains a regular filing system, as well as a set of locked confidential files, and processes incoming correspondence as instructed.
• Places and receives telephone calls, records messages, and/or routes to voicemail.
• Maintains a schedule of appointments for college representatives and military visitors as well as other guidance/counseling related visitors.
• Prepares and updates all paperwork for new students and registers students into student scheduling system.
• Works closely with administration and school counselors with the organization and coordination of 504 plans
• Updates information in school scheduling system regarding grade changes, transcript information,etc
• Organizes and files information in the cumulative folders.
• Maintains all college admissions student data in SCOIR.
• Processes and mails application materials to colleges in a timely manner
• Assists with the organization of the annual college fair
• Assists with organization of all the award ceremonies
• Assists with coordination of SAT’s, PSAT’s and AP exams.
• Prepares and assists students with working papers
• Maintain counseling website and calendar
• Compiles and forwards appropriate memos, documents, meeting dates, etc.
• Prepares flyers for printing, collation and distribution to students and families.
• Facilitates CORI certification/recertification of staff and volunteers by verifying information on form before submission to Central Office for processing.

Exercises no supervision.

QUALIFICATION REQUIREMENTS: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skills, and/or abilities required. The Superintendent may waive or modify the qualification requirements.

REQUIRED KNOWLEDGE, SKILLS & ABILITIES:

• Strong administrative support and office management skills
• Strong organization and time management skills
• Ability to multi-task and prioritize workload
• Strong interpersonal and communication skills
• Mastery of Microsoft Office applications as well as other information management/database applications including google docs,sheets and forms.
• Knowledge of and experience using SCOIR
• Ability to write reports and business correspondence
• Ability to present information and respond to questions from staff, parents, and the general public
• Ability to express ideas clearly and concisely in written and oral communication
• Maintain appropriate confidential records
• Ability to perform duties with awareness of all district requirements and Board of Education policies
• Knowledge of accounting principles; specifically in regards to accounts payable

EDUCATION/EXPERIENCE:

• High school diploma or equivalent required; Associate’s degree preferred.
• Experience in a school and/or business secretarial environment preferred.

LICENSES/CERTIFICATIONS: None required.

PHYSICAL DEMANDS: The employee must also often remain in a stationary position for considerable periods of time. The employee may be required to occasionally traverse throughout the school building. The employee must frequently use hands to finger, handle, or feel; and use hand strength to grasp tools. Frequently operates a computer and other office productivity machinery (i.e., a calculator, copy machine, and computer printer). The employee must be able to input information into a computer and as well as read material from a computer monitor as well as handwritten or printed matter with or without visual aids. The employee must be able to communicate effectively with students, staff members, and the general public in person and on the telephone.

WORK ENVIRONMENT: The noise level in this environment is quiet to loud depending upon the activity in the particular part of the day and location. The employee interacts with parents, staff members, and the general public. The employee occasionally must meet multiple demands from several people.

The physical demands and work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. This job description does not constitute an employment agreement between the employer and employee, and is subject to change by the employer, as the needs of the employer and the requirements of the job change.

Equal Opportunity Employer

Reading Public Schools is committed to maintaining a work and learning environment free from discrimination on the basis of race, color, religion, national origin, pregnancy, gender identity, sexual orientation, marital/civil union status, ancestry, place of birth, age, citizenship status, veteran status, political affiliation, genetic information or disability, as defined and required by state and federal laws. Additionally, we prohibit retaliation against individuals who oppose such discrimination and harassment or who participate in an equal opportunity investigation.
It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.

Job Requirements

• Citizenship, residency or work visa required

Contact Information

• Jessica Callanan , Principal
• Reading Memorial High School
• Email: [e-mail]

Position Type: Full-Time

Salary: $25.54 to $32.05 Please see our Salary Schedule (readingma.gov)