Guidance Clerk (Administrative Assistant II) Part Time 50% & Parent Assistant Part Time 50% | 2024-2025 School Year

FUNCTIONAL PURPOSE

The purpose of this position is to provide administrative and clerical support for the Guidance Counselor’s office while providing excellent customer service to parents, staff, and students served by the guidance office.

DUTIES AND RESPONSIBILITIES :

• Answer and initiate phone calls to respond to parent questions regarding their children and other matters related to guidance services provided.
• Occasionally processes requests for transcripts and other student records from students, parents, and other institutions of learning.
• Performs general clerical duties including : assisting with maintaining functionality of office equipment, distribution of Interoffice and USPS mail, typing correspondences, editing documents, making copies, send and receive fax transmissions, and conducting inquiries into student matters as directed.
• Maintain and process files and databases that include student data; parent and staff members notes; interventions; physician or clinician's notes;

student assessment information and performance data.

• Occasionally assists with student attendance matters and documentation.
• Schedule student appointments to meet with guidance counselors.
• Assists in preparing for special events which may include, but is not limited to : graduations, award ceremonies, assemblies, etc.
• Prepare students for enrollment or withdrawal by collecting necessary documents and contacting assigned teachers and staff members.
• Assists guests, volunteers, new students, and their families by providing information about the school building and operations and giving school tours or assisting in other areas to provide excellence service to building guests.
• Prepares internal communication resources for students and staff which may include, but is not limited to, memos, handouts, pamphlets, etc.
• May be required to dispense and provides controls or safeguards to student medication as directed by district policy, building administrator, and / or physician guidelines.
• Schedules visits and assists with coordinating opportunities to learn about career and college information.
• Assists counselor's office with materials and scheduling of events related to student assessments.
• Performs other clerical and administrative duties as assigned.

REQUIRED KNOWLEDGE, SKILLS, AND ABILITIES :

• Ability to communicate clearly orally as well as in written and electronic formats.
• Ability to use a computer or other electronic devices for the purpose of communication, budgeting, data recording, location of information, and presentations.
• Ability to problem-solve and think analytically while managing multiple tasks
• Ability to prioritize work activities and meet predetermined deadlines.
• Ability to use basic math skills to add, subtract, divide, and multiply
• Ability to demonstrate patience and compassion when dealing with students and / or parents and their personal and educational needs.
• Knowledge to proficiently use a computer including MS Office, (Outlook, Word, Excel, PowerPoint and Publisher), School / Education based computer program a plus.
• Ability to develop and maintain effective working relationships with staff members and patrons.
• Skill in organizing materials and information, electronically or physically to allow for efficient retrieval of information.

EDUCATION AND EXPERIENCE REQUIREMENTS :

• Minimum : HS Diploma / GED
• Preferred : Two years of administrative / office experience.
• Desirable : Associates Degree or comparable 2-year professional certificate and one year work experience as an administrative assistant in an education setting.

Pay Grade 58 - Part-Time 50% Pay Rate $1,377.98 Monthly - 10 Months

PHYSICAL WORK DEMANDS :

PHYSICAL

ACTIVITY

FREQUENCY

C - Constant

F - Frequent

O - Occasional

I - Infrequent

NR - Not Required

PHYSICAL

ACTIVITY

FREQUENCY

C - Constant

F - Frequent

O - Occasional

I - Infrequent

NR Not Required

Climbing / Balancing

Lifting / Carrying

O up to 30 lbs.

Crawling / Kneeling

Grasping / Twisting

Walking

Reaching

Running

Pushing / Pulling

Standing

Fingering / Typing

Sitting

Driving

F requires driving car between sites

Bending / Stooping

Others :