Administrative Assistant - Middle School Counseling Department

WESTFORD PUBLIC SCHOOLSWestford, MA 01886TITLE:Administrative Assistant (Middle School Counseling Department) QUALIFICATIONS: * Minimum of two years college coursework or Associates Degree preferred* Three to five years of strong office support or other relevant experience* Working knowledge of Microsoft Word, Excel, Google platforms, and Power School system* Strong accuracy with attention to detail* Ability to recognize and resolve issues with minimal assistance * Work independently to meet deadlines and collaboratively as a team member* Exercise sound judgment in handling confidential and sensitive information* Possess clear and concise written and oral communication skills* Strong interpersonal skills and a positive attitude to foster a welcoming atmosphere* Experience in school environment preferred REPORTS TO: Building Principal JOB GOALS: To represent the Counseling Department as the first point of contact. Perform a variety of administrative and secretarial tasks of various degrees of complexity under minimal supervision. Assist in accurate and timely completion of reports. Maintain database for several programs.
Interact with and handle inquiries for all levels of school administration, school personnel, students, parents and the public. DUTIES AND PERFORMANCE RESPONSIBILITIES: Essential Functions School Registrar: * Oversee the maintenance of all student records * Record accurate daily attendance * Generate and verify progress reports and report cards * Maintain grade reports, testing results, student schedules and all other information relevant to student records * Keep student cumulative files orderly and secured * Process requests for school records; ensure accuracy of documents and supporting paperwork * Annually update biographical information, record assigned lockers and bussing assignments Facilitator of New Student Enrollments: * Schedule appointments with grade level counselors for new student registration * Request and follow up on residency documents per direction of the Superintendent * Request and follow up on receipt of student records from other schools and districts Administrative and Secretarial Support to Counseling Department * Field all calls and direct requests for information to appropriate staff members * Take accurate messages * Draft routine correspondence, word process documents, compile data and file reports * Develop system for reporting student visits to counselors when counselors are unavailable * Create and maintain standardized regular grade level correspondence * Assist counselors with required field trips * Assist with private school application process and NVTHS applications and interviews * Assist students with technical questions regarding access to PowerSchool * Willingness to adjust to the changing needs of the department, with the flexibility to meet those work needs and demands * Perform all other duties as assigned