High School Guidance SecretaryRecords Clerk

1. High School Diploma with post-secondary preferred.
2. Ability to manage multiple projects prioritize problem-solve and meet deadlines in a highly organized efficient manner.
3. Excellent written and verbal communication skills including: a. Ability to communicate effectively with multiple levels of employees and many different personalities b. Ability to follow instructions through to completion with minimal direction c. Ability to utilize excellent grammar punctuation and business writing skills.
4. Ability to manage budgets purchase orders and receipts.
5. Knowledge of features of Student Information System i.e. Aspen and Naviance.
6. Ability to maintain confidentiality.
7. The Superintendent (or their designee) reserves the right to accept alternative qualifications that meet the necessary standards for the role.

• Performs diversified administrative office services to support the Administrator for Counseling and Student Services the staff of Guidance Counselors and the High School Principal.
• Informs and notifies the faculty students parents and general public with all inquiries regarding guidance services and activities for the high school.
• Provides informational support to students for scheduling course placement and college application processes.
• Support Athletic Department and Athletic Director with Scheduling Communication and processing Working Papers.

• Maintains records in support of guidance and counseling functions including the process of sending college applications collecting senior transcript fees college acceptances standardized testing results related scholarship information and other various functions as necessary to support the function of the student services office. Prepares compiles and distributes the follow-up survey for seniors inputs all senior college information including applications acceptances and GPAs in Naviance.
• Coordinates all student scholarships such as the Abigail Adams Koplik National Merit and AFL-CIO and other private scholarships as necessary.
• Maintains and regularly updates 504 Plans for individual students within the Aspen database.
• Organizes the Jr./Sr. Parent Breakfast Junior Parent Night Freshmen Orientation College Admissions visits and the 8th Grade Shadow Day.
• Maintains the student services budget and submits purchase and supply orders as needed.
• Processes all requests for transcripts and graduation verifications to post-secondary schools prep schools businesses and military for current students and graduates.
• Establishes and maintains permanent record files for all grades incorporating summer school and prepares audit of report cards and transcripts verifies dates of graduation and sends out transcript requests.
• Maintain and update Permanent Record Card (MCAS) for students and post grads.
• Inputs transfer students grades in Aspen.
• Collects fees and lists all participants for PSAT and AP Exams.
• Processes all applications for Free and Reduce Lunch notifies parents regarding results and maintains files and collaborates with the Dining Services Manager.
• Processes NCAA applications and transcripts for those students planning to play athletics in college and prepares Core Subject Report for the NCAA.
• Issues and maintains files for Working Papers for any person living in Melrose between the ages of 14 to 17 years old.
• Processes the paperwork for the Report of a Child (51-A) to the Department of Children and Families.
• Coordinates visits by college admissions and military representatives.
• Receives visitors to the student services office coordinates student appointments with outside counseling agencies and maintains the student/counselor appointment book for the entire office.
• Prepares and distributes memos reports documents letters and other correspondence for the Administrator for Counseling and Student Services and staff as needed.
• Answers the telephone responds to inquiries to the extent that knowledge and authority permits communicates promptly and efficiently via email telephone or fax and ensures that messages are directed appropriately.
• During the summer fulfills requests for transcripts and working papers.
• Works under the direction of the Administrator for Counseling and Student Services and any other duties as assigned by the MHS Principal/Superintendent./Deputy Superintendent.

• Operate standard office equipment
• Accurately prepare create edit and design memos reports letters and other documents
• Maintain complex databases and management information systems
• Learn new software applications
• Communicate effectively in oral and written form
• Utilize time management techniques to organize and prioritize work
• Maintain confidentiality of student and program information
• Work cooperatively and effectively with students parents/guardians administrators and the general public.

1. Ability to function in a normal office environment.
2. Ability to move freely about the building.
3. Ability to operate and spend extended time using computer telephone and other office equipment.

Required Experience:

Junior IC