Administrative Assistant to the Director of Pupil Personnel Services

The Administrative Assistant to the Director of Pupil Personnel Services (PPS) (204 days) will perform duties under the direction and supervision of the Director of PPS. The Administrative Assistant must maintain a positive rapport with students, parents, the School Committee, Towns/City Officials, District School Administrators, various constituents, and all departments within the school. The Administrative Assistant to the Director of Pupil Personnel Sevices is a confidential employee under the provisions of M.G.L. Chapter 1078 of the Acts of 1973. MAJOR RESPONSIBILITIES • Assist in general administrative operations and support the School Counseling office in the day to day operations of the school system and other departments as necessary. • Interact with students on a daily basis regarding counseling office matters. • Attend to administrative details not requiring the immediate attention of the Director of PPS. • Maintain calendar and scheduling of all meetings, seminars, and travel. • Draft, prepare and distribute communications, reports, presentations, agreements, policy manuals, newsletters, and additional documentation as directed. • Serve as the initial contact/resource person for the Director of PPS office for the purpose of screening calls, visitors, scheduling and mail; and to organize the flow of communication through the Counseling office in an efficient and effective manner. • Maintain documents, files, and records for the purpose of providing up-to-date references for all students. • Oversees ordering of diplomas/certificates/covers for senior and post-secondary students, gathers student information for printing, checks received orders, verifies invoices and arranges diplomas and certificates for graduation ceremonies. • Provides verifications and sends official and unofficial transcripts as requested by employers, colleges, alumni or institutions of higher learning. • Works with counseling staff to update school transcripts to reflect credit recovery from summer school or correspondence. • Works with counseling staff to updates transfer student transcripts to reflect earned credits and reflect graduation requirements • Work with the Director of Nutritional Services to assist with student information for Free/Reduced Lunch Benefits Program. • Maintain the confidentiality of privileged and sensitive information related to discipline and student records. • Assist with office budget, web page, room scheduling, maintenance requests. • Assist in collection of paperwork and preparing files, schedules and student database for incoming students. • Process student withdrawals and maintains records for state reporting. • Designs various forms and procedures for daily internal use, and counseling program operation. • Orders counseling office supplies and maintains office machines and equipment. • Assists in coordination and planning of counseling and recruitment events. • Greet visitors, determine the nature/purpose of visit and direct them to the appropriate destination. • Coordinate and interact with College and Military recruitment individuals. • Preparation of materials for School and District reviews and audits. • Performs special assignments and additional duties as assigned. • Provide assistance and back-up for attendance clerk