Administrative Assistant – Guidance Position Available In York, Maine

Administrative Assistant – Guidance 3.0 3.0 out of 5 stars 260 Dow Highway, South Berwick, ME 03908 Hourly wage for

FY 2025-2026

is not available at the time of this post.197 full work days x 8 hours each day plus 14 paid holidays and 44 shortened days x 5 hours each day for school breaks and summer (1,908 hours)MSAD#35/RSU #35

Position:

Marshwood High School Guidance Administrative AssistantReports to: Marshwood High School PrincipalPrepared by: Marshwood High School Principal, Superintendent of Schools and Human Resources Date reviewed: January 24, 2019

Position Summary:

The guidance administrative assistant serves as the schools registrar and the receptionist for the guidance office. The guidance administrative assistant schedules and manages appointments for the school counselors and tactfully interacts with the public as needed. They are also responsible for managing the schools student data/management systems (Infinite Campus and Naviance). This position requires the ability to work in a fast paced environment and be attentive to details.

Qualifications Minimum of a high school diploma, associates degree or higher preferred;Five years previous experience in related position preferred;Strong computer and technology skills required;Familiarity with the Infinite Campus, Naviance, and Google Drive/Classroom programs is highly desired;Ability to prioritize, multi-task, and manage time efficiently required; andBasic math, literacy, and communication skills required.

Duties and Responsibilities:

The responsibilities outlined below are representative and do not encompass or define all tasks which may be required by this position.

Register new students/withdrawals/transfersArranges paperwork for registering new students, requests records from previous schools, sends records for transfers, obtains immunization records and verifies residency – all according to state law and Board policies.

Sets up and manages cumulative folders, notifies administration, school counselors, special ed case managers, school nurse and resource officer of any new/withdrawn/transfer student.

Prepares, configures, and translates grades received from other schools and inputs into student data/ management systems.

Communication:

Communicates information from counselors to students, parents and staff members.

Schedules college/career visits through Naviance and RepVisits.

Prepares and verifies student data system reports needed for honor roll, GPA, SAC pass and as requested by counselors and administrators.

Enters all add/drops of courses for current school year and notifies teachers of changes.

Manages and directs phone calls for school counselors.

Makes appointments for counselors and sets up staffings.

Maintains google calendar/schedule for all counselors and guidance conference room. Maintains guidance website and updates community service and scholarships opportunities as available.

Provides information to local media outlets of honor roll, top ten graduates, National Merit Scholars, list of graduates, etc.

Record KeepingMaintains accurate cumulative folders. Files and retrieves student cumulative folders for counselors and teachers.

Ensures all court documents, etc. are accurate and up to date in student data system, part of students cumulative file, provided to school counselor and communicate to all front office administrative assistants, school resource officer and administration. Manages student photos in the student data system: prepares and shares photo files with school photographer, verifies student photos, and ensures all students have a photo in the data system.

Maintains current teacher rosters, class lists, and student schedule books.

Inputs all standardized testing scores and any outside coursework on transcripts as well as in student data/management systems (Naviance and Infinite Campus).Records summer school grades on working transcripts and in Infinite Campus.

Verifies quarter grades with teachers before posting to report cards.

Records external courses and independent studies to working transcripts.

Manages and verifies GPA and class rank for all students.

TranscriptsProvides official copies of transcripts to any current or past students as requested.

Maintains current grades/records in Naviance for college application purposes.

Progress Reports/Report CardsNotifies parents when progress reports and report cards are available to view on infinite campus.

Prepares jeopardy, failure, and community service requirement letters. Files all final report cards in students cumulative folder.

ScholarshipsPosts and maintains up to date listings on all scholarships in Naviance.

Coordinates in-house scholarship committee for local scholarships. This includes preparing forms, tracking deadlines, distributing applications to seniors, notifying staff and preparing materials necessary to determine eligibility and nomination.

Other General DutiesAssists students and parents in the use of Naviance, Infinite Campus and Google Drive/Classroom.

Prepares and verifies all reports requested by administration and school counselors.

Communicates with central office in regards to enrollment of students.

Reports number of students graduating to central office and senior advisors.

Moves cumulative folders up one year in file cabinets in vault. This includes purging graduating seniors folders in order to maintain space in vault (permanent records of graduates are kept for 5 years – must destroy the oldest year). Compiles the ineligible list for each quarter.

Prepares potential graduate list at the beginning of the school year for the office and senior advisor.

Works with school principal to establish and maintain master schedule.

Attends Infinite Campus, Naviance, and other job related workshops.

Completes other tasks/duties as requested by Supervisor.