Definition: The position of High School Guidance Administrative Assistant is responsible for clerical and technological duties including but not limited to: school records, creating reports, surveys, scheduling appointments, submitting reports at local and state level, and maintaining the guidance department in functioning properly on a daily basis.
Responsibilities: The Guidance Administrative Assistant will maintain the guidance department’s needs with accuracy and professionalism. These duties include the following:
Clerical:
Assist three counselors with all duties
Assist Principal
Assist Assistant Principal
Assist outside counselors and mental health liaison
Maintain counselors’ schedules, calendars and appointments
ECTS Coordination
Prepare guidance announcements
Set up and maintain filing systems and records room
Secure confidential record management
Assign advisory rooms
Assign students to advisory rooms
Assign lockers and locks, maintain and update all changes
Record all serial numbers and combinations on Excel log
Process student requests
Update guidance bulletin boards
Provide support for students, faculty and administration
Assist counselors in evaluating transcripts of incoming students and transferring grades and semester credit hours for student information system (historical grades)
Inform correct personnel of possible student course deficiencies
Coordinate PSAT, AP and ASVAB sign ups
Print labels for students, staff, and teachers
Update information for “To Go Box” in case of serious incident
Schedules – each quarter
Assist teachers
Prepare Mailings
Prepare all Certified/Registered letters
Failure letters
Report cards
Link Crew
ECTS letters
Keystone testing results
Assist senior guidance counselor with all graduation duties
Senior class meeting
Senior Awards Banquet
Prepare final award winner list
Organize scholarships
Pick up scholarship checks
Organize reservations
Graduation
Technology:
Maintain guidance page on the school website
Support student enrollment, transfers and withdrawals
Prepare student schedules
Send records for withdrawal students to new schools
Track new transfer student activities such as grades and test scores
Take new student photo for PowerSchool
Scan transcripts to counselors
Upload transcripts
Maintain databases for:
Independent Studies
Student Apprentice
Education Academy
Early Release
ECTS
Senior plans and intentions
Senior survey
Senior Awards Banquet
Junior conference questionnaire
Honor Roll Report
Locker assignments
Mentorship
Maintain and set up databases for guidance counselors
Process and send transcripts as requested
Administer Reading and Math Inventory testing to new students
Maintain Excel spreadsheet for the return of school equipment
iPad and accessories
Locks
Update school profile
Proficient with the following computer programs:
Microsoft Excel
Microsoft Word
Pages
Photo Booth
Numbers
Word Press
ProSoft
TransFinder (bus routing software)
Naviance – new 2020-2021
Records:
Compile and send student records to the Office of Children and Youth
Compile and send student records to transfer students
Prepare PDF for report cards and honor roll (post)
Verify and send out final report cards
Maintain new student folders
Maintain accurate student records
Maintain opt out military list
Maintain ECTS student visit roster
Detect discrepancies in student records and maintain accuracy
Process accurate transcripts for college, military, employment and NCAA
Verify graduation status
Finalize senior transcripts and SAT scores
Maintain withdrawal and newly enrolled students
Enter withdrawn students to Registrar form