School Administrative Associate II (Guidance)

Somerset County Public Schools is accepting applications for an Administrative Associate II (Guidance) position at Washington Academy & High School. Experience with bookkeeping and school-based financial processes is preferred.

Position Summary

Provides administrative and clerical support to the Guidance department and school principal, supporting daily school operations and student services.

Essential Duties and Responsibilities

Duties include, but are not limited to, the following. Additional responsibilities may be assigned by the Principal, Chief Financial Officer, or designee.

• Supports student enrollment and maintains student demographic records using PowerSchool
• Assists students, parents, and staff by providing information and responding to inquiries
• Serves as the guidance receptionist and manages guidance operations
• Assists with preparation and distribution of report cards and school communications
• Enters financial data into electronic banking systems to ensure accurate records
• Assists with grant-related clerical functions, including budget setup and expenditure tracking for guidance department
• Performs general accounting and administrative duties as assigned by school administration or Central Office
• Greets students, parents, and visitors, answers phones, handles correspondence, and maintains inventory of office supplies.
• Maintains, updates, and processes confidential student files, including permanent records, transcripts, attendance reports, and registration/withdrawal paperwork.
• Schedules appointments for students and parents with counselors, as well as meetings for teachers.
• Assists with class scheduling/scheduling changes, processes student records, and assists with tracking academic records.
• Provides support for counselor tasks, including organizing scholarship information, college representative visits, standardized testing materials, and report cards.
• Assists students and parents in registration or transfer transactions;
• Completes necessary forms and related records relative to registration and/or transfer of students;
• Maintains ?les of all students past and current.
• Updates student guidance folders as required;
• Provides student grade transcripts as directed;
• Answers a variety of telephone calls and other inquiries relative to guidance matters of a non-technical nature where routines or policies are clearly established;
• Screens and refers callers to counselors or other offices as required;
• Maintains guidance office ?les and/or records as required;
• Processes a variety of student and school administrative information and data entry
• Performs other duties as assigned.

Qualifications

Education and Experience

• High School Diploma required

• Minimum of three (3) years of experience in a data management, administrative, or clerical position

• Prior administrative and accounting experience preferred

Certificates, Licenses, and Registrations

• Valid driver's license required due to occasional local travel

Knowledge, Skills, and Abilities

Language Skills

• Ability to read and interpret policies, procedures, and written instructions

• Ability to prepare reports and correspondence

• Ability to effectively communicate with students, staff, administrators, parents, and the public

Mathematical Skills

• Ability to perform basic arithmetic, including calculations involving percentages and totals

Reasoning Ability

• Ability to solve practical problems and manage multiple tasks with limited standardization

• Ability to interpret and follow written, oral, and procedural instructions

Computer Skills

• Proficiency in Microsoft Office applications, including Word, Excel, and Outlook

• Advanced Excel skills required

• Strong keyboarding and data entry skills

• Ability to learn and use additional software applications as required

Other Skills and Abilities

• Strong organizational and time-management skills

• Ability to work independently with minimal supervision

• Ability to handle confidential information with discretion

• Demonstrates professionalism in written and verbal communication

Other Requirements

• Dependable and punctual

• Ensures work responsibilities are covered when absent

• Ability to travel to schools within the county and attend meetings as required

Physical Demands

The physical demands described are representative of those required to perform the essential functions of the position. Reasonable accommodations may be made.

• Regularly required to talk and hear

• Frequently required to stand, walk, and use hands

• Occasionally required to sit, reach, lift, and move items up to 25 pounds

• Requires close vision, distance vision, depth perception, and ability to adjust focus

Work Environment

• School-based office environment

• Occasional exposure to moving mechanical parts

• Moderate noise level