Position Title: Marshwood High School (MHS) Part-Time Guidance Administrative AssistantReports to: MHS Administration / Guidance Team LeaderPrepared by: Marshwood High School AdministrationDate reviewed: August 1, 2025START DATE To be determined - October 2025Position Summary: The part-time (up to 18 hours per week) MHS guidance administrative assistant position is part of a team in the guidance office at Marshwood High School where the efforts of each person contributes a certain set of skills and abilities toward providing and maintaining the highest quality counseling services. Although there are specific duties and responsibilities connected with this part-time administrative assistant position, each member of the counseling team needs to be collaborative, approachable, collegial, flexible, and priority focused. This position requires a person who is highly student and people-centered where the needs of the clients ie: students, staff, and community always remain at the forefront. Outstanding in-person people, phone, email, and technology skills are required and necessary assets for performing the essential duties of this position.
Qualifications: High School diploma is a minimum.Previous office experience preferred. Maine Department of Education Criminal History Record Check certificate eligibility required.Duties and Responsibilities: The responsibilities outlined below are representative and do not encompass or define all tasks that may be required by this position.- Answers incoming guidance phone calls. In many instances is capable of providing general guidance information while knowing when to direct and connect the caller to the appropriate counselor or service provider.- Attends and takes minutes for all MHS 504 meetings and provides a copy of minutes to the district 504 coordinator.- Assists with managing the guidance reception area when students/visitors are present and waiting to connect with a counselor or service provider.- Schedules student meetings for counselors.- Manages and keeps updated community service opportunity information. Tracks and records to official transcripts student community service completion for meeting graduation requirements.- Maintains and manages updated resources for college specific, local, and national scholarships.- Manages employment/job opportunity resource site.- Processes student work permit applications.- Prepares documentation and resources for school counseling programs ie: Jr.

& Sr. post-secondary experiences, financial aid, 8th grade parent night, New student orientation etc- Receives and processes all alumni transcript/academic record requests for college and military considerations.- Manages the scheduling and communications for college and military rep. visits.- Assists with the contact and communication with vendors for college and employment fairs.- Assists with the SRTC interview process to include sharing of requested and necessary student information with SRTC.- Assists with preparation and sharing of materials and information for a variety of new and existing guidance programming.- Manages and generates quarterly honor roll list.- Prepares quarterly S.A.C. pass eligibility lists and individual student passes.

• Manages and maintains updated interscholastic athletic and extracurricular activity eligibility lists. Information is shared with the Athletic Director and the Athletic Admin. Assistant.- Sends general school and grade level specific communications that are counseling related to students and parents when Infinite Campus (I.C.) is the required communication platform. - Manages the assignment and progress of all students assigned Credit Recovery through the on-line platform Edgenuity.

This includes both the regular ed. and adapted versions of Edgenuity.- Manages student transcripts to ensure Credit Recovery information is applied to the official transcript.- Manages the input of Dual Enrollment or external credit gets entered into I.C.- Manages I.C. changes ie: student data/information changes.- Flexible, aware, and receptive to meeting periodic priority needs as necessary or determined by the district, school administration, and/or counseling leadership

Please refer the Job description for details