Administrative Assistant (School Year)

Principals Administrative Assistant (Guidance Office) - School Year 190 Work Days; 202 Paid Days; 7 hours per dayDUTIES AND RESPONSIBILITIES: *Oversee coordinate organize and perform the day-to-day secretarial and administrative functions for the High School office; provide leadership to school administrative activities frequently in the absence of the Principal; serve as liaison between students staff parents District personnel and the community; provide information regarding school and District rules policies and procedures; maintain confidentiality of materials and information.*Prepare maintain and update student records in areas related to attendance discipline emergency health and other student records as assigned; enter maintain and update data in a variety of databases including PowerSchool to compile data run reports and produce other communications; maintain cumulative record files for students.*Take calls and direct calls to guidance office personnel. Direct students to and from the office for appointments with guidance counselors.*All and varied secretarial (clerical) duties for the counselor. Duties would include correspondence of all kinds such as with colleges failure letters etc. *Ensures Guidance office announcements are communicated to administration for the daily announcements.*Ensures student add/drop procedures are adhered to including report forms staff/faculty notification computer data entry cumulative record updating compiling credit check information and grade and schedule tracking. *Send requests for records for all current students and/or send records to other schools for students leaving the school.*Obtain and process records and schedules on students transferring to the high school.*Enter grade changes manually and help track missing and incomplete grades.*Keep students informed about available general scholarships. Act as a contact person for groups offering the scholarship awards. Provide certificates to be presented to the award winners. Make arrangements for presenters of these awards.*Prepare official school transcripts and mail college applications to the college. Send transcripts and or health records upon request for all students (former and present) for job applications etc. Track all transcript activity in each students cum file. Provide verification of graduation for data verification companies.*Maintain an updated list of HS students with schedules and transcript information for them.*Maintain the school Career Center by keeping updated college catalogues available for interested students. Schedule and advertise visits by college and military representatives. Sign up students for college representative visits* Provide secretarial assistance to the Principal Assistant Principal and Guidance Counselors; compose type and edit letters bulletins newsletters memos agendas and other documents as assigned; utilize all call notification system to alert parents by phone of emergency situations; make arrangements and prepare materials for a variety of meetings and/or in-services; schedule appointments and make referrals as appropriate. *Coordinate district and state testing and assessment for school site; distribute collect and package test materials; file test results in student cumulative file.*Maintain and record student attendance; record daily calls to parents regarding student absences; compile and generate attendance reports.*Manage school site registration process; prepare enrollment and transfer forms; assist parents with proper completion of forms; request new student files; orient new families and students to the school. *Provide support to staff including providing necessary student information completing forms distributing mail and preparing reports.*Prepare and compile various District reports such as attendance enrollment staff absence reports mandated costs maintenance requests and other assigned reports according to established timelines.*Perform health-related duties in the absence of the Health Office staff; administer first aid to students and staff; document information in the medical log; notify parents of ill or injured students.*Operate a computer with knowledge of specific software programs; operate a telephone photocopier intercom calculator and other office equipment; arrange for repair and maintenance of equipment as needed. *Train and provide work direction to office staff and volunteers as needed; provide input during performance evaluations as requested. *Perform other related duties as level based on years experience in a PreK-12 school office environment.