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School Counseling Administrative Assistant

Reading Public Schools

Reading Memorial High School - Reading, Massachusetts This job is also posted in Reading Public Schools

Job Details

Job ID:

5941620

Application Deadline:

Posted until filled

Posted:

Sep 28, 2026 4:00 AM (UTC)

Starting Date:

Immediately

Job Description

SUMMARY:

Reading Memorial High School has an immediate opening for a 43 week, 75 hour biweekly, School Counseling Administrative Assistant. The administrative ssistant manages the counseling office and serves as the first person to greet students, parents, teachers and visitors. The administrative assistant answers the phones and gives information to callers or routes call to appropriate staff member. Relieves counseling staff of clerical work and administrative/business details. Reads and routes incoming mail. Composes and types routine correspondence. Files correspondence and other records. Compiles and types statistical reports. Prepares notes, correspondence, and reports using computer and word processor. This is a benefits eligible position.

Serves as Administrative Assistant to the Director of School Counseling of the High School for a range of duties to the efficient operation of the school office including organizing and updating school records and transcripts, college admissions materials and reports, college fair, standardized test materials, bulletin boards, set up college representative and military visitors, register new students, orders supplies, responsible for inventories, correspondence, mail, notices, and operating office machines.

ESSENTIAL DUTIES AND RESPONSIBILITES

The essential functions or duties listed below are illustrations of the type of work that is performed and is not an exhaustive list of the duties performed for by this position. Other duties may be assigned.

Manages the main school counseling office area to ensure it is a welcoming and safe atmosphere where students, parents, and visitors can easily find information and get the assistance they need.

Maintains a regular filing system, as well as a set of locked confidential files, and processes incoming correspondence as instructed.

Places and receives telephone calls, records messages, and/or routes to voicemail.

Maintains a schedule of appointments for college representatives and military visitors as well as other guidance/counseling related visitors.

Prepares and updates all paperwork for new students and registers students into student scheduling system.

Works closely with administration and school counselors with the organization and coordination of 504 plans

Updates information in school scheduling system regarding grade changes, transcript information,etc

Organizes and files information in the cumulative folders.

Maintains all college admissions student data in SCOIR.

Processes and mails application materials to colleges in a timely manner

Assists with the organization of the annual college fair

Assists with organization of all the award ceremonies

Assists with coordination of SAT's, PSAT's and AP exams.

Prepares and assists students with working papers

Maintain counseling website and calendar

Compiles and forwards appropriate memos, documents, meeting dates, etc.

Prepares flyers for printing, collation and distribution to students and families.

Facilitates CORI certification/recertification of staff and volunteers by verifying information on form before submission to Central Office for processing.

SUPERVISORY RESPONSIBILITIES

Exercises no supervision.

QUALIFICATION REQUIREMENTS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skills, and/or abilities required. The Superintendent may waive or modify the qualification requirements.

REQUIRED KNOWLEDGE, SKILLS & ABILITIES

Strong administrative support and office management skills

Strong organization and time management skills

Ability to multi-task and prioritize workload

Strong interpersonal and communication skills

Mastery of Microsoft Office applications as well as other information management/database applications including google docs,sheets and forms.

Knowledge of and experience using SCOIR

Ability to write reports and business correspondence

Ability to present information and respond to questions from staff, parents, and the general public

Ability to express ideas clearly and concisely in written and oral communication

Maintain appropriate confidential records

Ability to perform duties with awareness of all district requirements and Board of Education policies

Knowledge of accounting principles; specifically in regards to accounts payable

EDUCATION/EXPERIENCE

High school diploma or equivalent required; Associate's degree preferred.

Experience in a school and/or business secretarial environment preferred.

LICENSES/CERTIFICATIONS

None required.

PHYSICAL DEMANDS

The employee must also often remain in a stationary position for considerable periods of time. The employee may be required to occasionally traverse throughout the school building. The employee must frequently use hands to finger, handle, or feel; and use hand strength to grasp tools. Frequently operates a computer and other office productivity machinery (i.e., a calculator, copy machine, and computer printer). The employee must be able to input information into a computer and as well as read material from a computer monitor as well as handwritten or printed matter with or without visual aids. The employee must be able to communicate effectively with students, staff members, and the general public in person and on the telephone.

WORK ENVIRONMENT

The noise level in this environment is quiet to loud depending upon the activity in the particular part of the day and location. The employee interacts with parents, staff members, and the general public. The employee occasionally must meet multiple demands from several people.

The physical demands and work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. This job description does not constitute an employment agreement between the employer and employee, and is subject to change by the employer, as the needs of the employer and the requirements of the job change.

Position Type:

Full-Time

Salary:

$25.54 to $32.05 Please see our Salary Schedule (readingma.gov)

Equal Opportunity Employer

Reading Public Schools is committed to maintaining a work and learning environment free from discrimination on the basis of race, color, religion, national origin, pregnancy, gender identity, sexual orientation, marital/civil union status, ancestry, place of birth, age, citizenship status, veteran status, political affiliation, genetic information or disability, as defined and required by state and federal laws. Additionally, we prohibit retaliation against individuals who oppose such discrimination and harassment or who participate in an equal opportunity investigation. It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.

Job Requirements

Citizenship, residency or work visa required