POSITION TITLE: Guidance Administrative AssistantREPORTS TO: PrincipalSUMMARY: The Guidance Administrative Assistant maintains student records and provides general administrative assistance. Duties performed are designated to relieve administrators of office and routine responsibility by organizing and participating in the school office administrative operation. The Administrative Assistant will work 5 days a week/40 hours a week and will work 184 school days plus 5 before the school year begins and 5 days after the school year ends.PRIMARY RESPONSIBILITIES: 1.Organizes and expedites the flow of work through the Guidance Office2.Maintains appointment schedules for Guidance Counselors3.Maintains daily attendance records in iPass, and provides weekend attendance/tardy reports to Assistant Principal4.Performs specialized secretarial duties designed to relieve Guidance Counselors of clerical detail and provides additional clerical support to Athletic Director5.Composes and distributes confidential correspondence, answers inquiries, and supplies information on a wide range of technical and program matters for Guidance Counselors6.Answers calls and responds appropriately to inquiries and requests and handles reception for Guidance Office7.Works directly with the Guidance Counselors for all guidance related support; student transcripts, student files, college applications, scholarship applications, registration and withdrawal of students, GED records, ACT/SAT/PSAT testing, AP testing, 504 plans, diplomas and certificates 8.Maintains transcripts and student folders for enrolled students9.Registers, enrolls, transfers and withdraws students and coordinates new student access to iStudent and School Fusion and new parent access to iParent10. Maintains records for new and withdrawn students, GED transfers, reduced schedule students, restraining orders, dual mailings, college entrance and local scholarship recipients 11.Distributes guidance mail, bulk mailings and dual mailings for guidance department 12.Accommodates transcript requests from current and previous students, colleges, military, NCAA, employment agencies and provides graduation verifications and Social Security verifications 13.
Processes work permit applications14.Compiles data for yearly Civil Rights reporting 15.Updates guidance department budget; orders and maintains supply inventory16. Distributes copies of report cards, progress reports, PSAT score reports17.Coordinates work for students for extended school absences18.Responsible for design and printing of graduation invitations, programs, diplomas and scholarship letters19.Coordinates visits for shadowing students20.Notifies local newspapers of Honor Roll on quarterly basis21.Provides coverage in absence of High School Administrative Assistant22.Performs other duties as assigned by the PrincipalSKILLS AND ABILITIES: 1.Perform a variety of secretarial work involving use of accuracy, speed, confidentiality and independent judgment2.Maintain a professional demeanor at all times3.Understand and carry out oral and written instruction4.Establish and maintain filing systems 5.Complete any general administrative support duty as required by administrators6.Communicate professionally via telephone, email and onsite visits7.Prepare and maintain various reports and correspondence using current computer applications 8.Devise or adapt office procedures in response to changing organizational needs9.Proficiently operate standard office equipment10.Adhere to district policies, rules and regulations applicable to the school site11.Maintain cooperative working relationships with those contacted in the course of workQUALIFICATIONS: 1. Minimum of a high school diploma 2. Ability to use Google Suite (Docs, Sheets, Forms, Slides) 3.
Ability to use Microsoft Excel and Word4. Ability to multitask, prioritize and problem solve