Guidance Administrative Assistant

Guidance Administrative Assistant Ralph C. Mahar Regional School District Ralph C. Mahar Regional SD

• Orange, Massachusetts Job Details

Job ID:

5649268

Application Deadline:

Posted until filled

Posted:

Apr 16, 2026 12:00 AM (UTC)

Starting Date:

Jul 1, 2026 Job Description

POSITION

Guidance Administrative Assistant

POSITION OPEN

Effective for the School Year 2026-2027.

Job Summary:

​The Guidance Secretary position is a full time calendar year position that directly reports to the Student Services Coordinator. His/her main responsibility is to include interacting with the building administrators, counselors, students, high school staff, parents, outside agencies and the public. The person must possess excellent communication skills, good judgment and have extensive computer skills. The ability to multi-task is also necessary.

Schedule:

8 hrs/day, calendar year.

Qualifications and Experience:

Associate's Degree or higher Strong analytical, quantitative and interpersonal skills Experience in effectively managing data systems in an organization Demonstrated ability to perform the responsibilities below as evidenced by course work, educational experience and/or system­wide professional activities, and the interview process Organization and strong oral/written communication Multi­task with the ability to adapt quickly to changing situations Demonstrate the ability to embrace diversity and provide ongoing customer service to the parents and community in a highly professional manner on a daily basis Demonstrate the ability to use computers for word processing, data management, and telecommunications Hold a valid driver's license. Citizenship, residency or work VISA in United States required

Responsibilities:

❏ Receptionist for the Guidance Office

• greeting students, staff, public, college representatives, Armed forces etc.

❏ Answer phone, direct calls to correct counselor or voicemail, take messages, answer general questions ❏ Collect and sort mail ❏ Schedule appointments for college representatives and recruiters ❏ Schedule appointments for guidance counselors ❏ Do student "add/drop" process consisting of report forms, staff/faculty notification, computer data entry, cumulative record updating, compile credit check information, and grade and schedule tracking ❏ Send requests for records for all new students and/or send records to other schools for students leaving our school ❏ Maintain cumulative record cards, this includes all test scores and grades ❏ Enter grade changes manually (when instructed) and help track missing and incomplete grades ❏ Provide testing registration materials for ACT, PSAT, and SAT. Help with registration, prepare and process test materials and funds as necessary ❏ Input data for the Master Schedule; ❏ Budget

• input purchase orders into Budget Sense, keep track of line item balances ❏ School Profile
• update each year ❏ Review and update student demographics data in PowerSchool as part of the annual SIMS reporting procedure ❏ Review and update Parent/Guardian contact information in PowerSchool ❏ As part of the enrollment procedure, enter and update all appropriate information in PowerSchool ❏ Print schedules, transcripts, report cards, etc. for students as needed ❏ Failure letters
• mail merge information from PowerSchool after every quarter, give to counselors to sign, then copy, fold & mail, then file copies ❏ Honor Roll
• run honor roll report 10 days after each quarter ends, compose a list for certain staff members, email information to Recorder & Athol Daily News ❏ Announcements
• compose a weekly list of announcements for the daily, i.e. college open houses, scholarships, programs. ❏ Memos for all field trips & testing (ASVAB, PSAT, PLAN) email to all staff/faculty ❏ Tech Schools
• process all the paperwork for students applying to technical schools ❏ College Applications
• mail out transcripts, profile, recommendations for students applying to college
• send out mid year reports, and then final transcripts ❏ 6th grade orientation
• get the packets updated each year to send to the feeder schools ❏ SIMS data
• input data into the Massachusetts Supplemental atom for all students ❏ Summer School
• update application, distribute to area schools, register students, make rosters, collect fees, send transcripts, ❏ Filing ❏ Forward all home language surveys (that meet criteria) to the ELL Coordinator to ensure incoming students are screened for ESL services ❏ Record destruction
• 5 years after withdrawal, post intention in paper, send letters to all students previous addresses with destruction date, then shred all remaining folders after the intention date ❏ Student Services Website ­ maintain ❏ Organize daily announcements ❏ Maintain 504 Plan records and send them for transfer students or college bound students, upon request ❏ Maintain list of locker assignments and make locker assignments for incoming students ❏ Scholarships•send sponsor letters, make a booklets, collect application if applicable, maintain a record of recipients, distribute to students at graduation ❏ Graduation•design and print programs for Graduation and Awards Ceremonies, organize awards for Awards Night distribution order diplomas, chairs, police, programs, tickets ❏ Counselor requests•ex: data queries, letters ❏ Coordinate shredding with OES, PCS, and Mahar ❏ Check requests and deposits for Student Services ❏ Evening activity checklists for Student Services programs ❏ Field trip forms for college visits ❏ Class rank ❏ Incompletes, running a query to find out who is still incomplete after the 10 days and sending emails to teachers and coordinators to turn in incompletes.

❏ All other duties as assigned by the Principal

Salary:

FY26 rate range

• $22.02
• $27.91 depending on experience.
• Hourly rate in accordance with the ESP contract (negotiations pending).

Physical Requirement:

Position requires light work exerting up to twenty (20) pounds of force occasionally, and/or ten (10) pounds of force constantly to move objects. Constant hearing, hand­eye coordination/mind­eye coordination; intermittent keyboarding and telephoning. Frequent repetitive motions with wrists, hands, and fingers.

Other Requirements:

Excellent oral and written communication skills. Computer proficiency in spreadsheets, databases, and work processing. Demonstrated ability to work well with others. Demonstrated organizational skills.

Position Type:

Full-time