Administrative Assistant (Guidance Department)

Woburn Public Schools•Woburn, MA

About The Position

Woburn Public Schools School Counseling Administrative Assistant The School Counseling Administrative Assistant provides administrative and clerical support to the School Counseling Department. This position serves as the first point of contact for students, families, and staff, ensuring smooth daily operations, effective communication, and accurate record keeping. The school counseling administrative assistant assists counselors with scheduling, student support logistics, scholarship coordination, and event preparation while maintaining confidentiality and professionalism at all times. Work Year: Calendar Year Position Work Schedule: 7:00 AM to 3:00 PM (Summer hours may vary at the discretion of the Superintendent of Schools.) Salary: Per the CBA Reports To: Director of School Counseling and/or WMHS Principal Essential Duties and Responsibilities Reception & Office Coordination Greet and assist all visitors, students, and families entering the school counseling office. Answer phones, respond to inquiries, and direct calls or visitors appropriately. Maintain school counseling office supplies and ensure the school counseling office copier and equipment are functioning properly. Create and distribute school counseling-related communications, letters, and forms. Counseling Department Support Enrollment of students into Powerschool. Assist the Director of School Counseling and counselors with letters needing to be sent out, for example, attendance, academic progress, and summer school, as requested. Assist the Director of School Counseling and counselors with documentation and scheduling the Exit Interview as requested. Schedule registration appointments with counselors and ensure all required documentation is received. Assist school counselors with appointment scheduling, student meetings, and parent communications. Assist with sending academic records, transcripts, and other required information to receiving schools. Maintain and update counselor assignments in PowerSchool and Naviance. Support the dissemination of progress reports, report cards, and counselor mailings. Maintain filing systems for cumulative folders and active student records, such as MCAS scores. Request and process records from previous schools and maintain complete cumulative files as needed Prepare honor rolls and distribute them to staff and local media. Provide clerical support to the school counselors for Student Support Team meetings, parent conferences, and other events. Assign homerooms and lockers annually. Handle NCAA transcript uploads. Update addresses, emails, and contact information. Scholarship and Event Coordination Assist with scholarship application collection, organization, and communication with donors. Upload scholarship applications and announcements into Naviance. Coordinate letters and communications for Scholarship Night participants, donors, and guests. Support organization of graduation events, including cap and gown distribution, awards, and student communications, in collaboration with other clerical support and WMHS administrators Collaborate with the Registrar and Scheduling Specialist and WMHS administration to finalize honor distinctions. Student and Family Support Assist students and parents with PowerSchool Portal access. Respond to requests for school documents (work permits, verification letters, transcripts, etc.). Complete verification forms for the Social Security Administration, military, RMV, and courts. Maintain confidentiality and compliance with FERPA regulations. Additional Responsibilities Assist with ASVAB, PSAT, SAT, AP, ACT, and other related assessment registration forms, and data report preparation for imports and exports from various platforms, including College Board and Naviance, John and Abigail Adams scholarship letters, and other counseling-related communications. Participate in training and professional development as needed. Support other administrative duties as assigned by the Director of School Counseling or WMHS Principal. Qualifications High school diploma or equivalent required; associate degree preferred. Two or more years of secretarial or administrative experience, preferably in a school setting. Strong interpersonal and communication skills. Proficiency in Microsoft Office Suite, Google Workspace, and student information systems (PowerSchool preferred). Ability to maintain confidentiality and handle sensitive information appropriately. Excellent organizational skills and attention to detail. Evaluation: Performance will be evaluated annually by the Director of School Counseling and WMHS Principal in accordance with district policies and procedures.

Requirements

High school diploma or equivalent required; associate degree preferred.
Two or more years of secretarial or administrative experience, preferably in a school setting.
Strong interpersonal and communication skills.
Proficiency in Microsoft Office Suite, Google Workspace, and student information systems (PowerSchool preferred).
Ability to maintain confidentiality and handle sensitive information appropriately.
Excellent organizational skills and attention to detail.

Responsibilities

Greet and assist all visitors, students, and families entering the school counseling office.
Answer phones, respond to inquiries, and direct calls or visitors appropriately.
Maintain school counseling office supplies and ensure the school counseling office copier and equipment are functioning properly.
Create and distribute school counseling-related communications, letters, and forms.
Enrollment of students into Powerschool.
Assist the Director of School Counseling and counselors with letters needing to be sent out, for example, attendance, academic progress, and summer school, as requested.
Assist the Director of School Counseling and counselors with documentation and scheduling the Exit Interview as requested.
Schedule registration appointments with counselors and ensure all required documentation is received.
Assist school counselors with appointment scheduling, student meetings, and parent communications.
Assist with sending academic records, transcripts, and other required information to receiving schools.
Maintain and update counselor assignments in PowerSchool and Naviance.
Support the dissemination of progress reports, report cards, and counselor mailings.
Maintain filing systems for cumulative folders and active student records, such as MCAS scores.
Request and process records from previous schools and maintain complete cumulative files as needed
Prepare honor rolls and distribute them to staff and local media.
Provide clerical support to the school counselors for Student Support Team meetings, parent conferences, and other events.
Assign homerooms and lockers annually.
Handle NCAA transcript uploads.
Update addresses, emails, and contact information.
Assist with scholarship application collection, organization, and communication with donors.
Upload scholarship applications and announcements into Naviance.
Coordinate letters and communications for Scholarship Night participants, donors, and guests.
Support organization of graduation events, including cap and gown distribution, awards, and student communications, in collaboration with other clerical support and WMHS administrators
Collaborate with the Registrar and Scheduling Specialist and WMHS administration to finalize honor distinctions.
Assist students and parents with PowerSchool Portal access.
Respond to requests for school documents (work permits, verification letters, transcripts, etc.).
Complete verification forms for the Social Security Administration, military, RMV, and courts.
Maintain confidentiality and compliance with FERPA regulations.
Assist with ASVAB, PSAT, SAT, AP, ACT, and other related assessment registration forms, and data report preparation for imports and exports from various platforms, including College Board and Naviance, John and Abigail Adams scholarship letters, and other counseling-related communications.
Participate in training and professional development as needed.
Support other administrative duties as assigned by the Director of School Counseling or WMHS Principal.