25-26 Principal Clerk Administrative Assistant, School Counseling Department

Position Summary:

The School Counseling and College & Career Readiness Department Secretary provides comprehensive administrative and clerical support to ensure the efficient operation of counseling college and career readiness programs. This position serves as a central point of contact for students families staff and district personnel; manages confidential records supports budgeting and purchasing functions and assists with scheduling communications and standardized testing activities. The Secretary works closely with department leadership to maintain accurate records meet deadlines and support a welcoming and well-organized department environment.

Essential Functions & Responsibilities:

The essential functions or responsibilities listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar related or a logical assignment to the position.

• Organize and coordinate a wide range of office and administrative functions to support school counseling and college and career readiness programs;
• Prioritize schedule and manage daily work assignments to ensure efficiency and adherence to established timelines;
• Serve as a primary point of contact by answering phones directing calls responding to inquiries and greeting students staff parents/guardians and visitors;
• Communicate and collaborate with district personnel vendors and school staff to coordinate operations services and maintenance needs;
• Prepare compose proofread and distribute correspondence reports forms and other departmental documents;
• Maintain calendars schedules appointments and work schedules for department staff and activities;
• Prepare meeting agendas attend meetings as assigned and record and distribute meeting notes;
• Compute enter verify and maintain accurate data records and reports using district and department systems;
• Utilize office software and systems including Aspen Naviance MUNIS Google Workspace Microsoft Excel and Microsoft Office for data management and reporting;
• Process purchase orders requisitions invoices contracts and payments in MUNIS; maintain budget and bookkeeping documentation as directed;
• Manage departmental records in accordance with established retention retrieval and destruction guidelines ensuring confidentiality at all times;
• Operate and troubleshoot standard office equipment such as copiers printers phones and fax machines;
• Maintain and update content on the department page of the school or district website;
• Support the Director of College & Career Readiness and the Registrar with standardized testing preparation and related administrative tasks;
• Establish and maintain cooperative professional working relationships while exercising discretion and adhering to ethical and confidentiality standards;
• Performs other duties consistent with the scope and responsibility of the position as assigned.

Knowledge Abilities & Skills:

• Knowledge of basic office procedures telephone systems and standard office equipment
• Strong communication and interpersonal skills with a customer-service focus
• Ability to greet assist and direct visitors and callers in a professional and welcoming manner
• Ability to manage multiple tasks prioritize responsibilities and remain calm in a busy environment
• Computer skills including use of email word processing spreadsheets and scheduling systems
• Skills in project and event preparation and management
• Ability to maintain confidentiality and exercise discretion when handling sensitive information
• Bilingual or multilingual skills strongly preferred

Physical Requirements:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the positions essential functions.

Physical Strength Requirements: Sedentary Primarily seated work; may involve lifting or carrying items up to 10 lbs

Posture & Movement Requirements: Frequently sitting for extended periods

Sensory Requirements: Ability to perceive written information (near vision); Ability to hear and understand verbal instructions; Ability to communicate clearly in person and by telephone

Work Environment: Work is performed primarily in an office environment with frequent interaction with staff students parents and the public; work environment may include a moderate noise level and frequent interruptions typical of a busy office.

Qualifications & Requirements

• Previous clerical receptionist or customer service experience preferred
• Experience working in a school district or public-sector office preferred

Reporting Relationships:

Position Reports to: SHS School Counseling Department Chair and Director of College and Career Readiness

Position Details:

Location: Somerville High School

Department: School Counseling and College & Career

Union Affiliation: AFSCME Clerical Union (Principal Clerk 2 designation)

Terms of Employment:

Work Year: Full Year (260 days)

Work Hours: 7.5 hours/day

FLSA Status: Non-Exempt

Benefits Status: Eligible

Salary:$62089-$72735 commensurate with experience and in accordance with the AFSCME Clerical Contract

Pre-Employment Requirements:

MA Criminal Offender Record Information (CORI) Clearance

Fingerprints

The Somerville Public Schools does not discriminate in its programs facilities or employment or educational opportunities on the basis of race color age religion disability pregnancy home status marital/civil union status sex/gender gender identity sexual orientation citizenship status place of birth national origin ancestry cultural identity genetics or military status and does not tolerate any form of retaliation or bias-based intimidation threat or harassment that demeans individuals dignity or interferes with their ability to learn or work.

Required Experience:

Staff IC