Guidance Administrative Assistant

Job Title: Guidance Administrative Assistant

Reports to: Building Principal

Primary Purpose:

Under the direction of the building principal, the High School Guidance Administrative Assistant will perform job responsibilities in a professional manner by using secretarial skills in the most effective way to direct all District business and initiatives toward the maintenance of a safe, nurturing environment which promotes positive welfare for children.

Qualifications:

• High School Graduate or equivalent with 2 years experience

Essential Functions:

• Performs general office duties, including but not limited to telephone/e-mail, intercom message systems, mailing duties, receptionist duties, preparation/editing of correspondence/reports, scheduling, general filing, photocopying, and monthly reports if needed.
• Uses computer/technology skills, including but not limited to using the Internet, accessing databases, spreadsheet design, desktop publishing, and creation of various forms.
• Renews skills to meet those required by increased use of technology and/or the initiating of new policies and practices.
• Assists building population (students, parents, staff, and administrators) with building requests and assigned tasks.
• Maintains confidentiality concerning District and school population information.
• Assists guidance counselors with updates and maintenance of the guidance website.
• Maintaining all student cumulative folders, psychological reports, and permanent record cards and test scores in a timely manner.
• Entering all incoming and withdrawing student record reports, as well as requests for transcripts.
• Collecting assignments for suspended students/absent students.
• Assisting with coordination of special events and programs (Senior Awards assembly).
• Completing bulk mailings required throughout the year.
• Disseminating beginning-of-year student folders.
• Organizing and cleaning out middle school permanent record folders.
• Sending home mid-year and the end-of-year failure letters.
• Organizing summer school packets and collection of monies for summer school.
• Collects and enters all transfer and CTC grades.
• Sending home military opt-out letters and driver’s ed letters.
• Sending out all transcripts as requested.
• Responsible for Social Security verification.
• Serves as a first-line contact for probation and southwest training services regarding grades, transfers and services.
• Verify all student scheduling sheets.

Performs other duties as assigned.

Performs in accordance with school policy, administrative regulations, state and federal laws.

Temperament:

• Composure under stress
• Ability to work as a team member and independently.
• Flexibility
• Multitasking
• Must possess excellent interpersonal skills.
• Must be courteous and able to effectively manage job responsibilities.
• Must be cooperative, congenial, service oriented, and promote these qualities.

Specific Skills:

• Advanced computer skills

• Operate office equipment
• Planning/organization skills

Other Skills and Abilities:

• Ability to follow written and verbal directions
• Ability to complete assigned tasks with minimal supervision
• Ability to organize office setting to efficiently accomplish tasks
• Ability to work independently and make work-related decisions
• Ability to exercise good judgment in prioritizing tasks
• Ability to communicate effectively at all organizational levels
• Ability to deal with problems and resolve
• Ability to communicate clearly and concisely, both oral and in writing
• Ability to perform duties according to District policies and state and federal regulations

Evaluation:

Performance of this job will be evaluated annually in accordance with the provisions of the applicable policies of the Ringgold School District.

This job description does not state or imply that these are the only duties to be performed by the employee occupying this position. The employee in this position will be required to follow any other instructions and to perform any other duties requested by his or her supervisor. Reasonable accommodations may be made to enable individuals with disabilities to perform the required duties.