High School Counseling Department Administrative Assistant

The vision of the Arlington Public Schools is to be an equitable educational community where all learners feel a sense of belonging experience growth and joy and are empowered to shape their own futures and contribute to a better world.

ARLINGTON PUBLIC SCHOOLS

Arlington MA 02176

JOB DESCRIPTION

POSITION: High School Counseling Administrative Assistant

JOB GOAL: Provide personal administrative support to the school counseling department. This position plays a vital role in ensuring the smooth operation of counseling services and supporting student success through efficient administrative functions.

REQUIRED QUALIFICATIONS:

This person should possess a consistent demonstration of effective interpersonal relationship skills which will enable him/her to interact in a professional manner with students parents and staff.

1. High school diploma or equivalent required; associates degree preferred
2. General knowledge of standard office procedures that includes a variety of clerical and secretarial duties.
3. Proofreading skills for correcting grammar punctuation and spelling errors of typed material and for proper format accuracy and completeness.
4. Ability to use independently and stay current with a variety of computer applications i.e. Microsoft Office PowerSchool and other software programs and to navigate on line environments effectively with little supervision in a manner necessary to complete tasks assigned.
5. Ability to handle confidential information with discretion and professionalism
6. Detail oriented with strong accuracy in data entry and record keeping
7. Ability to work independently and part of a team.

PREFERRED QUALIFICATIONS

1. Minimum two years of administrative or clerical experience preferably in an educational setting
2. Experience in high school counseling or guidance office
3. Experience with student information systems and database management
4. Knowledge of college admissions process and requirements
5. Familiarity with Massachusetts education regulations and requirements
6. Bilingual capabilities (Spanish preferred)
7. Experience with Google Workspace applications

SKILLS AND ATTRIBUTES

1. Strong interpersonal skills and the ability to work with diverse populations
2. Patience and empathy when working with students and families
3. Ability to prioritize tasks and work assignments is essential particularly in this fast-paced environment with frequent interruptions
4. Problem-solving skills and adaptability
5. Professional demeanor
6. Commitment to supporting student success and well-being

PERFORMANCE RESPONSIBILITIES:

1. Provide comprehensive administrative support to the Director of High School Counseling and support the counseling faculty
2. Ensure smooth operation of the counseling office
3. Manage student records transcripts and confidential counseling files in accordance with FERPA guidelines
4. Coordinate scheduling for counseling appointments meetings and college/career events
5. Assist with college application process including transcript requests and recommendation letter coordination
6. Maintain accurate databases and student information systems
7. Prepare and distribute counseling department communications to students families and staff
8. Support standardized testing coordination and administration
9. Assist with registration processes and course scheduling
10. Process purchase orders and requisitions in accordance with District procedures
11. Handle incoming calls from students parents and external parties
12. Coordinate with other departments colleges and community organizations
13. Assist with special projects and events as needed
14. Other related duties as assigning by the Director of Counseling and Principal

TERMS OF EMPLOYMENT: 35 hours per week 41 weeks plus additional time before the beginning of the school year

REPORTS TO: Principal

SALARY/BENEFITS: In accordance with AEA Unit C Contract

The Arlington Public Schools are committed to creating an inclusive and safe learning and working environment that reflects a diversity of perspectives values and experiences. We welcome staff who are aware of the role that bias and prejudice play in society are creative and willing to try new approaches and are reflective about their daily practice. We are looking for candidates who welcome a challenge are eager to collaborate and contribute to the success of students are ready to engage in two-way partnership with families and who will contribute their diverse talents to the organization as a whole.