Administrative Assistant - School Counseling

Position Type:
Administrative Assistant/Clerical/Administrative Assistant

Date Posted:
5/27/2025

Location:
Paramus High School

Date Available:
07/01/2025

Closing Date:
06/24/2025
Position:

Administrative Assistant - School Counseling
Office of School Counseling, Paramus High School

Effective Date(s):

July 1, 2025 through June 30, 2026

Employment Terms:

Full-time
12-month position, tenure track
Eligible for health insurance benefits
Position associated with the terms and conditions of the Negotiated Agreement between the Paramus Association of Administrative Assistants (PAAA) and the Board of Education.

Reports To:

Supervisor of School Counseling and Principal

Job Goal(s):

To contribute to the efficient operation of the high school counseling office, and the management of all services and activities related to the school counseling program.

Qualifications:

1. Working knowledge of school-based software and Student Information Systems (i.e., Genesis, PowerSchool)
2. Ability to keyboard/type with reasonable speed and accuracy
3. Knowledge of and skill in word processing, spreadsheets, and data entry programs
4. Knowledge of Microsoft Office and Google applications
5. Ability to quickly and efficiently learn procedures, policies, and functions of the office
6. Ability to quickly and efficiently learn to navigate online information management systems (i.e., Frontline, SCOIR, CollegeBoard, Total Registration)
7. Ability to support counselors and staff with navigating troubleshooting related to the management of the online information systems
8. Ability to successfully perform all tasks related to the position
9. Ability to be flexible and problem solve when necessary
10. Ability to prioritize and multi-task in a high-volume office environment
11. Strong interpersonal and communication skills
12. Highly attentive to detail and data accuracy
13. Experience in a school environment preferred, but not required
14. High school or vocational school graduate (minimum)

Performance
Responsibilities:

1. Provides secretarial support for the high school's counseling office.
2. Manages tasks and activities related to office and department operations, in order to meet all expected deadlines.
3. Practices positive interpersonal skills.
4. Answers office telephone and responds appropriately to requests for information, and routes other inquiries to proper personnel.
5. Greets visitors and staff members and responds to inquiries or refers the person to the proper office.
6. Assists supervisor, counselors, and building administration with preparation and coordination of high school testing (PSAT, AP, NJSLA, NJGPA, Start Strong, etc.)
7. Assists supervisor and school counselors with communication, process tracking and compliance related to Section 504 and the I&RS/MTSS process.
8. Supports school counselors in the scheduling and management of various programs and services (Student groups, office visits, appointment requests, college fair), as assigned.
9. Generates a variety of communications such as letters, memos, and emails; reproduces and collates material for distribution; sends communications to students, staff, and parents as necessary.
10. Supports counselors in the management of the college application process within the college and career planning software program, as assigned.
11. Maintains confidentiality of all records, sensitive materials, and communications.
12. Manages active and inactive student records and related files, and ensures proper record keeping and storage of all records; clears files at designated intervals under the supervisor's direction; updates student records as necessary; Assists with or coordinates new student registration and withdrawals
13. Assists with processing student school/record transfer requests and communicating with sending/receiving schools.
14. Assists with coordination of various school counseling programs and events.
15. Updates school counseling bulletin boards.
16. Attends staff development sessions/courses necessary to increase proficiency.
17. Performs other appropriate responsibilities as assigned by supervisor and/or building principal.

Salary:

Placement on the Paramus Association of Administrative Assistants (PAAA) Salary Guide for , Administrative Assistant Category III Salary Guide, in accordance with experience and related qualifications.

Application:

Qualified applicants interested in this position are invited to apply online via Applitrack at:

Requirements:

1. New Jersey resident or willingness to relocate
2. Controlled substance testing and successful completion of criminal history background check are required of all applicants offered employment.

Evaluation:

Performance of this job will be evaluated in accordance with the
provisions of the Agreement between the Board of Education and the
Paramus Association of Educational Secretaries.

Job description is available for review on the district website, , under Administration - Human Resources - Job Descriptions - Non-Certificated Professional Staff

AA/EOE