Administrative Assistant - Guidance Department (SY25-26)

Position:Administrative Assistant

Position Type:Full-time(37.5 hours/week year-round)

Department:Guidance

Location:Watertown High School

Reports to:Principal and Assistant Principal

Affiliation:SEIU Local 888 Administrative Assistants

Salary range:Based on experience in accordance with the SEIU Local 888 Administrative

Assistants salary scale (starting at $26.70 per hour)

*This position is eligible for Town benefits.

General Description:

The Guidance Department Administrative Assistant delivers essential clerical and administrative support to the schools counseling team collaborating closely with the Assistant Principal of Student Services guidance counselors adjustment counselors social workers and team evaluation chairs. This role serves as a vital communication link between the counseling staff school personnel students and the public.

In addition to supporting the counseling department the assistant aids the main office by answering phones greeting and checking in visitors managing student attendance and performing a variety of clerical tasks. Key responsibilities include coordinating student registration enrollment and withdrawal processes maintaining accurate student records and transcripts and assisting with college application preparation.

The Administrative Assistant also plays an important role in organizing graduation and award ceremonies supporting scholarship and honor society advisors and assisting with school events such as career days college fairs and parent-teacher nights. They manage routine bookkeeping duties maintain data systems like PowerSchool and SCOIR prepare reports and correspondence and ensure smooth daily operations within the Guidance Department.

Responsibilities:

• Coordinates daily clerical support for the counseling department and serves as liaison between counselors school staff students and the public
• Performs secretarial duties including composing and preparing reports correspondence scheduling meetings maintaining calendars filing systems and computer record-keeping
• Attends meetings to record transcribe and distribute minutes; prepares agendas
• Handles routine clerical tasks such as copying filing scanning shredding faxing mailing maintaining logs and ordering supplies
• Answers phones provides information greets visitors and delivers customer service
• Assists with bookkeeping tasks including budget support accounts payable/receivable financial reports invoice processing and asset record maintenance
• Conducts data entry and generates reports using the Student Information System (SIS) PowerSchool and maintains accurate SIMS data
• Coordinates student registration enrollment withdrawal and maintains all student records in accordance with district and state/federal guidelines
• Manages transcript requests prepares transcripts for graduates and current students records summer school grades and prepares files for incoming 9th graders
• Updates quarterly student data in SCOIR and assists with education verifications social security forms permits and fee collection for exams
• Supports Scholarship and National Honor Society Advisors
• Assists with school events such as opening procedures 8th grade showcase MCAS and CollegeBoard testing college fair career day and Parent/Teacher night
• Maintains records/statistics for graduation and senior activities
• Performs additional tasks as assigned by the Principal

Qualifications Required:

• Ability to work well with the community at-large including parents students and staff
• Communicate effectively in English both orally and in writing using proper grammar and vocabulary work with students demonstrating a broad understanding tolerance and acceptance of them
• Ability to utilize problem-solving skills
• Effectively organize manage and direct the work of others; establish and maintain cooperative working relationships
• Experience working with children and/or teenagers and parents
• Minimum education: Associates degree
• Basic computer skills
• Knowledge of general office management procedures and machines
• Experience with Google Workspace

Preferred:

• Knowledge of second language Spanish or Portuguese preferred
• Bachelors degreepreferred
• Experience with PowerSchool or similar Student Information Systems

Equal Opportunity Employer
Watertown 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.