JOB Title:        Administrative Assistant - Guidance

REPORTS TO:  General McLane High School Principal

FLSA:               Non-exempt

SCHEDULE:      Twelve Months (260 days); Monday-Friday;  8.0 hours/day (excludes lunch)

 

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 
• Maintain student working papers  
• Verify student enrollment for Social Security Student Benefits Form & other agencies 

Grading Support:  

• Enter grades for: 
• Independent Studies 
• ECTS  
• Student Apprentices  
• Summer grades – courses completed in the summer 
• Adjust grades and manually enter missing or incomplete grades 
• Enter all grades for students’ transferring from other districts  
• Assist with quarterly and final grades 

Student Support:  

• Set up appointments for counselors  
• Set up new student scheduling meeting 
• Set up ECTS visits  
• Schedule military and college representative visits  
• Assist with students’ problems and direct them to the correct staff  
• Verify student data for accuracy  
• Correct scheduling errors, add and drop classes  
• Enter scheduling requests  
• Mentor students  
• Assist students with scholarships 
• Assist students with scheduling  

Naviance: 

• Process transcript request 
• Upload transcripts for college applications 
• Send transcript through Naviance 
• Letters of Recommendation processing  

Other: 

• Maintain training certificates 
• ALICE training 
• Trauma 101 training 
• Youth Suicide Awareness and Prevention (PA Act 71) 
• Child Abuse and Mandatory Reporting (PA Act 126) Part 1 
• Educator Discipline Act, Sexual Misconduct and Maintaining Professional Boundaries, Part 2 
• Coordinate ECTS schedules for Late Start/Activity Schedule, etc. 
• Operate and repair office equipment  
• Set up teacher information for beginning of new school year
• Greet parents and visitors  
• Answer phones 
• Assist parents with technology problems 
• Order supplies  
• Back up Attendance Secretary  
• Back up to Principal Secretary – substitute placement etc. 
• Process mail and packages 
• Assist front office when needed