Guidance Office Administrative Assistant

High School Guidance Office Administrative Assistant

Reports to: Counselors, Principal

Wage/Hour Status: Non-exempt

Length of Contract: 200 days

Salary: $94.19 - $104.19/day

Job Duties:

Daily:

• Send official transcripts for current seniors to appropriate college and maintain documentation of each college transcript is sent (email or USPS)
• Send transcripts for alumni for jobs, transfer colleges, etc.
• Provide education verification as requested by phone and/or email
• Direct students to appropriate counselor as needed
• Assist College and Career coaches by gathering student information as needed (GPA, Class rank, college, etc)
• Assist College and Career Coaches by locating and calling in students as needed
• Monitor Guidance Office Student Workers
• Monitor Guidance Office lobby
• Maintain, schedule, and reserve Guidance Office conference rooms for SpEd, counselors, 504, DHS, LPAC, outside counseling agencies, mentors, PLC's, etc
• Assist students based on needs
• Answer Guidance Office phone and assist callers, take messages, forward calls
• Email teachers regarding students who are out sick and collect make-up work when asked to be picked up by parents.
• Send and Receive Guidance Office faxes and give to appropriate individual

Weekly:

• Request records for new transfer students and maintain documentation
• Send records to new school for students transferring and maintain documentation
• Complete drop form for students leaving district
• Send transcripts for previous students to requested location and maintaining documentation
• Complete drop and/or re-entry form for students dropping and/or returning from facility
• Print student schedules as needed
• Assemble and distribute weekend food backpacks to students when appropriate
• Distribute personal care items to students as needed (deodorant, toothbrush/toothpaste, etc.)
• Assist student in finding replacement clothing from clothes closet (dress code violations, menstrual accidents, etc)
• Escort parents to the Guidance Office lobby and/or conference room for meetings, enrollment, etc and call appropriate student to meeting
• Maintain and manage student permanent record files

As needed:

• Ensure new student packets are put together and ready for move ins (English and Spanish)
• Assist Promise Director by collecting Promise forms
• Provide access to Promise Forms
• Copy and provide access to paper scholarship applications
• Collect scholarship applications, ensure all required documents are included, mail, scan, and/or deliver completed scholarship applications
• Organize student resources and pamphlets available in Guidance Office
• Distribute and collect Upward Bound applications
• Display, collect, and deliver applications for Summer Programs
• Move student permanent record files appropriately at year's end

Graduation Responsibilities:

• Order diploma covers for graduation usually in October. It takes approximately 3 months to come in.
• Send in signature form with officials signature to be printed on diplomas (this needs to be done before you can order diplomas for graduation
• Order diplomas for December grads (has to be dated with December graduation date on it). The official signature has to have been turned in before you order the December diplomas.
• Proof senior names by getting each senior to print their name the way they want it spelled. No nicknames.
• Order in February the diploma order for May. Need to include any Juniors that will be graduating early also.
• Compile the list of seniors that owe fines from 9th 11th grade and send out letters to seniors regarding senior fines to be cleared before graduation. Usually need to do this 1st semester.
• Get senior fines posted from teachers 2nd semester for fines for that that have been added for that school year.
• Order tickets for graduation in case of rain. (El Dorado Printing) (April)
• Order seals for diplomas: Val. and Sal., State Board of Education (Jostens) and Arkansas Scholars.
• Order gold tassels. (Jostens)
• Order red cords for Arkansas Scholars (Jostens)
• Place appropriate seals on diplomas and transcripts.
• Keep graduation caps/gowns and materials that seniors have ordered but have not paid for which are in the vault. Keep Jostens informed of when the materials were picked up by student. Jostens will return after graduation to pick up any materials not paid for.
• Get graduation program prepared and turned into El Dorado Printing (usually needs to be turned into El Dorado Printing 1 week before graduation
• Post graduation information on senior transcripts. Graduation date, GPA, rank in class
• After graduation, on selected days, hand out diplomas, report cards, and any other materials or paperwork that needs to be given to seniors.
• Seniors need to fill out a transcript request at the time they pick up diploma. These requests will be used to send the transcript to the appropriate college(s). Usually around 200 transcripts. These need to be mailed to colleges as soon as possible. They must be signed and sealed with El Dorado High school seal.
• Order back-dated diplomas for former students as needed- $37.00 (as per Jostens)

Skills Required:

Multi-Tasking

Typing

Computer skills

Education Required:

High School Diploma

Knowledge Required:

People skills

Good telephone skills

Communication skills

Computer/typing skills

License or Permit Required:

None required