Guidance Administrative Assistant

                                   JOB DESCRIPTION GUIDANCE OFFICE ADMINISTRATIVE ASSISTANT

POSITION TITLE:   Guidance Administrative Assistant                                                                                                            

REPORTS TO: High School Principal                                     

WORK DAYS: 7-1/2 hours/day - 200 days/year

JOB DESCRIPTION:

Serves as administrative assistant for the guidance office and performs such duties to assure the accurate and efficient operation of these offices.

ESSENTIAL JOB FUNCTIONS:

• Maintains respect at all times for confidential information.
• Performs duties of receptionist and maintains a pleasant attitude.
• Receives a variety of questions and requests and sees that such matters are disposed of promptly, correctly, and tactfully.
• Effectively operates various office machines.
• Prepares and maintains adequate student files for counselor and greater school operations.
• Communications liaison between counseling office and community.
• Receives telephone calls, responds appropriately and correctly, and makes proper disposition of such.
• Arranges/records appointments for students, parents, school personnel, and visitors with guidance counselor. Contacts students for conferences with guidance counselor.
• Prepares correspondence, reports, communications, and requests guidance literature as designated by guidance counselor.
• Responsible for scheduling appointments for college visits, issuance of pass (with office approval) to interested students to meet with college representatives.
• Responsible for posting test scores, permanent record inserts updated with transferred grades/health information form(s), preparation of such, etc.
• Responsible for total record keeping and/or obtaining students’ school entrance, transfer, and withdrawal records; forwarding copies to other offices for county records.
• Assists students in retrieving college and scholarship information, signing out college bulletins, locating and utilizing career prep and other occupational information, secure registration forms for tests, and financial aid.
• Arranges/updates guidance literature on bulletin boards in the guidance office and hall.
• Compilation of the school honor roll, typing and distribution of information to proper offices.
• Registers students for optional testing (ASVAB, PSAT, ACT, MEAP, etc.)
• Responsible for notifying teachers of transfer students’ grades/credits earned.
• Maintains adequate and accurate inventory of supplies for the efficient operation of the school and owned by the board of education.
• Responsible for accurate and efficient enrollment count of students.

WORKING ENVIRONMENT/CONDITIONS:

• This position works in an office setting and may experience heat or cold extremes as well as fumes, odors, dust; noise level moderate.

RIGHT TO REVISE:

• This Job Description is not meant to be all-inclusive and the School reserves the right to revise this job description as necessary without advance notice. The statements herein are intended to describe the general nature and level of work being performed by employees, and are not to be construed as an exhaustive list of responsibilities, duties, and skills required of personnel so classified. Furthermore, they do not establish a contract for employment and are subject to change at the discretion of the employer without notice.

QUALIFICATIONS:

Experience:

• Student Information Database: PowerSchool Experience preferred
• High degree of proficiency in office procedures, word processing (MS Word and Google Docs), spreadsheets (MS Excel and Google Sheets)
• Proven record of being able to follow detailed policy and procedures.

EVALUATION: Performance of this position will be evaluated in accordance with provisions of the Board’s Policy on Evaluation of Support Staff Personnel and the IMESP bargaining agreement.

Education: High School Diploma or equivalent                                     

Required Testing: None

Certificate & Licenses:

• Valid driver’s license

Clearances:

• Fingerprint clearance
• Criminal Background check clearance

CBA Status:  IMESPA      Approval Date: 7/20/20            SALARY RANGE: per CBA

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Employee Signature                                            Date          

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Superintendent Signature                                    Date