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Administrative Support to Guidance Department - Registrar

TITLE: Administrative Support to Guidance Department - Registrar


  1. Education/Certification: Associate Degree or equivalent work experience. Hold a valid State of Maine Criminal History Records Check Approval.
  2. Special Knowledge/Skills:
    1. Knowledge, understanding and demonstrated aptitude or competence in the performance responsibilities listed below.
    2. Must possess strong organizational skills as well as the ability to handle multiple projects professionally. 
    3. Demonstrated ability to exercise independent judgment, prioritize tasks and work independently with a high degree of accuracy.
    4. Demonstrated computer skills.
    5. Must be team oriented with excellent interpersonal and communication skills.
    6. Must be willing to participate in ongoing in-service training as requested.
    7. Must maintain a high level of ethical behavior and confidentiality of information as required by law.
  3. Experience: Demonstrated aptitude or competence for successful fulfillment of assigned performance responsibilities.

REPORTS TO: Guidance Department Chair

JOB GOAL: To assist the Guidance Counselors with tasks necessary for the efficient operation of the school.


  1. Provides secretarial support to the Guidance counselors.
  2. Coordinate and maintain student records.
  3. Prepare, organize, and mail transcripts, records, and other documentation related to college and post-secondary applications for students.
  4. Register new students and unregister departing students; handle all records requests related to new and departing students.
  5. Handle functions related to production and distribution of progress reports and report cards.
  6. Prepares records, reports, and correspondence attendant to student scholarship awards.
  7. Creates and distributes press releases related to student recognition.
  8. Maintain office machinery.
  9. Prepare letters, memos, and other correspondence.
  10. Assist faculty, parents and students with questions and requests. 
  11. Assist Guidance Scheduling Secretary with assigned tasks to extent time permits ands of office
  12. Performs other duties as assigned by the Guidance Director or administrator.

EQUIPMENT USED: Computer, printer, typewriter, calculator, telephone, copy machine, fax machine, and other pieces of general office equipment.


Mental Demands: calculating, comparing, editing, problem-solving, evaluating, interpreting, organizing, consulting, analyzing, planning, designing, documenting, specifying, coordinating, implementing, presenting.

Physical Demands: sitting, standing, climbing stairs, adjusting, connecting, lifting (to 25 lbs), bending, keyboarding, pulling, pushing, carrying, writing, walking, operating equipment.

Environmental Conditions: inside, working around moving objects, working alone.

TERMS OF EMPLOYMENT: Salary and work year in accordance with negotiated collective bargaining agreement.

EVALUATION: The basis of the evaluation will be the extent to which the performance responsibilities of the job are successfully handled and the extent to which yearly action plans and job goals are met. The Guidance Director will performa the evaluation in consultation with the principal.

NOTE: The above job description reflects the general requirements necessary to describe the principle functions or responsibilities of the job identified and shall not be interpreted as a detailed description of all work requirement that may be inherent in the job, either at present or in the future.

School Board Approved: March 13, 2007