Guidance Office Secretary

ENROLL AND WITHDRAW STUDENTS

Keep track of all new and withdrawn students for the school year Manage all Records Requests, incoming and outgoing Do all enrollment/withdrawal paperwork and Harmony data entry Notify teachers, IT, library, treasurer, and the main office secretary of new or withdrawing students Work with the transportation department to set up bus services, if needed Put grades on transcripts for high school students transferring from other schools Blend grades for students transferring mid-grading period or mid-semester Aid parents in creating a Harmony account and completing all online forms, etc. Enroll, keep track of, and complete all paperwork for exchange students

GENERAL RECORD KEEPING AND SECRETARIAL DUTIES

Maintain all student files, both in Harmony and traditional student files Maintain and oversee all files and supplies in the safe. Keep strict watch over the combination, opening, and closing of the safe Assign all student lockers. Locker assignments must be done before registration opens. Keep track of all locker assignments, locker combinations, and locker books. Also assist students with broken or jammed lockers. Assign lockers to new students Enter ALL test scores into

Harmony:

SAT, ACT, ISTEP, ECA

Enter all Summer School, Online, and Career Center grades and PE waivers into Harmony for grade cards and transcripts. Record Community Service on "graduation pathways" spreadsheet Make grade adjustments for attendance failures, blended grades, or others determined by principals and counselors. Add weight to grades for relevant students and classes Run report cards, publish report cards on Harmony Run Honor Roll and send it out to students, parents, staff, social media specialist, and the newspaper Run GPA/Class Rank at the end of each semester At year's end, print all student transcripts, update permanent files, and update files at the Admin Office Assist the counselor with scheduling all College Reps, Military Recruits, and Employer visits Plan for, set up, and facilitate Parent/Teacher Conferences Order supplies for the Guidance Office and Clinic from the treasurer as needed Answer phone, take detailed messages, answer phone for the main office when the secretary is unavailable Send out Transcripts per the request of current PHS students Maintain a file for each Senior with updated transcripts, college acceptance letters, and recommendation letters to aid with Senior year applications processes Work to fix problems in Harmony, call IT if needed, contact Harmony if needed Cover other positions as necessary: clinic, front office, treasurer, lunch line, lunch supervision, classrooms Keep the Senior bulletin board and boards in Guidance up to date Assist counselors with 7th Grade Orientation, Reality Store, FAFSA workshop, Freshman Orientation, and College & Career Fair Weekly "F" list report: Create link and embed in Staff Review, send email to students and parents Work in ED-ID to look up STN information, create new STNs, and make change requests as needed

FORM 30A REPORT

Follow State guidance, run the

FORM 30A

report in Harmony each fall, and update as guided by the State each winter and spring. Upload the report on the InTERS website, ensuring zero errors. Attend quarterly webinars for updates and instructions.

SCHOLARSHIPS

Help set up and prepare for the Cass County Community Foundation Scholarship meeting with the Senior Class Maintain communication with CCCF and send transcripts and other requested information Manage the entire process of Pioneer Scholarship Packets. This includes sending out fall communications to sponsors, creating scholarship request checklists and booklets for seniors, putting together application packets for seniors, collecting completed scholarship application packets, mailing out completed scholarship applications to the sponsors, and receiving scholarship winner information from sponsors Keep detailed records of who requested, received, and completed scholarship applications Keep detailed records of scholarship and other types of award winners

ACADEMIC AWARDS PROGRAMS

Assist counselors in organizing JH, HS, & Senior Awards Programs Make all certificate awards for students and order all medals, ribbons, plaques, shirts, stoles, etc. Prepare and distribute invitations to student award winners Prepare invitations to parents of award winners Create all award program scripts Create programs for presenters and guests Communicate with RTCTV4 for online viewing For Senior awards: Invite all scholarship and awards presenters, prepare scholarship envelopes, and individual awards packets Assist counselors in organizing the Distinguished Scholars Banquet Order awards for Distinguished Scholars and their Most Influential Educators Create Distinguished Scholars booklets

CLINIC RESPONSIBILITIES

Supervise the clinic when the school nurse is absent from her office. This includes basic tasks such as taking temperatures, giving ice packs, calling parents of sick or injured students, and administering medications Keep a detailed log of any interactions with students or staff who visit the clinic under your supervision In the absence of the school nurse, call the Corporation Head Nurse if an emergency or any situation other than a basic clinic task arises Assist the nurse in emergency situations as necessary