Job Title
High School Guidance Administrative Assistant
Position Summary
The High School Guidance Administrative Assistant provides comprehensive administrative support to the Guidance Department while managing building-level financial operations and bookkeeping. This role serves as a key point of contact for students, families, staff, and outside organizations, and ensures accurate financial tracking, compliance with district policies, and efficient day-to-day operations.
Key Responsibilities
Guidance Office Administrative Support
1. Provide administrative support to school counselors and department leadership
2. Serve as the first point of contact for students, parents/guardians, staff, and visitors
3. Schedules student appointments, meetings, outside vendors
4. Maintain student records, transcripts, correspondence, and confidential files in accordance with FERPA regulations
5. Assist with college application processes, scholarship documentation, and standardized testing coordination
6. Prepare reports, correspondence, forms, and presentations as needed
7. Coordinate guidance-related events such as college fairs, testing days, and parent meetings
8. Assist with the scheduling of parent conferences
Financial Management & Bookkeeping
9. Manage cost center budgets, accounts, and expenditures
10. Track, reconcile, and maintain accurate financial records using district-approved systems
11. Process purchase orders, invoices, reimbursements, and payment requests
12. Monitor balances and prepare regular financial reports for administration
13. Coordinate student fees, testing fees, and related payments
14. Ensure compliance with school, district, and state financial policies and procedures
15. Assist with annual budgeting, audits, and financial reviews
General Office Duties
16. Maintain office supplies and manage vendor relationships
17. Support data entry and reporting for district or state requirements
18. Ensure confidentiality and professionalism in handling sensitive student and financial information
19. Collaborate with school administration, finance offices, and district personnel
20. Perform other duties as assigned in support of school operations
Qualifications
Required
21. High school diploma or equivalent
22. Prior administrative experience in an educational or office setting preferred
23. Experience with basic accounting, bookkeeping, or financial recordkeeping
24. Strong organizational, communication, and multitasking skills
25. Proficiency with office software (e.g., Google Workspace and PowerSchool)
26. Ability to maintain confidentiality and work with sensitive information
Skills & Attributes
27. Detail-oriented and highly organized
28. Strong interpersonal skills
29. Ability to work independently and collaboratively
30. Time management and problem-solving abilities
31. Professional, discreet, and student-centered mindset
Excellent Benefits
Must be CHRC Certified
EOE