Administrative Assistant (Guidance Department)

Woburn Public Schools

Administrative Assistant (Guidance Department)

Duties and Responsibilities

Woburn Memorial High School guidance administrative assistant is a 12-month position. Details of salary, vacation, etc. follow the collective bargaining agreement. Responsibilities of the position are listed below, but also may change with changes to the district Student Information System or changes in personnel.

Reception/Office Tasks

• Cover front desk in Main Office from 7am-8am. Checking students in Tardy via the Attendance system and answering various questions, opening the door, etc.
• Print substitute sign-in sheet from AESOP and Print Rosters for teachers absent for subs while covering the desk from 7am-8am.
• REGISTRATION: Registration of New Students via the PowerSchool Enrollment Portal & Book Appts w/Guidance Counselors to meet with families to create schedules and tour school. Make sure all necessary documents are obtained before registration is complete and appt is made. Book EL Testing(WIDA SCREENER) before registration meeting with GC is made so students can be placed at the ML proper level. Obtain all records from previous school before registration is complete.
• Answer phone and direct calls as appropriate.
• Make copies of any Guidance Documents or New Enrollment Documents.
• Make sure copy machine has paper and is working properly.
• Enrollment Letters if needed.
• Order Guidance supplies via MUNIS.
  
  

Data Entry

• Determine 9th grade homeroom assignments over the summer.
• Enter homeroom and associated teacher in proper field in PowerSchool.
• Assign and enter lockers from the list of departed seniors.
• Maintain and update guidance counselor assignments in PowerSchool and Naviance.
• Transfer Data from Enrollment Portal into PowerSchool for all new students once registration is complete.
• Unenroll any students transferring or dropping out. Send records to the new school once Record Release is filled out and keep a copy in the students cume folder. Update required fields for DESE State Reporting when transferring or dropping. Print off data sheet, transcript, attendance, discipline, MCAS Scores and WIDA or ACCESS Scores if applicable and send/scan a copy to the new school and keep a copy in students file.
• Enter lunch PINs assigned by cafe.
• Update any address, email or phone number changes in PowerSchool.
• Update proper graduation fields in PowerSchool needed for End of Year State Report.
• Update all beginning of school year documents.
• Update School Calendar in PowerSchool to reflect the correct Day Rotation and Schedule (ie. Advisory, Regular or Half Day).
• Assist parent & students with PowerSchool Portal access.
  
  

SIMS Report / SCS Report

October 1

• Update all non-graduated and MCAS failures with summer changes i.e. took summer school and graduated, passed spring MCAS, etc.
• Unenroll all students withdrawn the previous school year or students who did not graduate and did not return in September.
• Fix any errors.
  
  

March 1

• Demographics must match previous data collections.
• CRS Course errors.
  
  

July 1

• Update All fields needed for graduating Seniors: graduate/non graduate,Met DESE suggested grad requirements, post-graduation plans (4 year public or private college, 2 year public or private college, military, work, apprentice, etc.
• CRS Course/grade errors must be resolved.
  
  

Requests for Records

• Student transcript requests/mail to student and/or mail or email to colleges or hold for pick-up.
• Third party requests for education verifications/fax or email.
• NCAA request for transcripts preliminary and final/Upload to NCAA Portal.
• Social Security school verification/complete form and return to student.
• Military graduation forms/complete and mail.
• Copies of transcripts for Registry of Motor Vehicles proof.
• Court/Legal requests for student documents.
• Copies of records for withdrawing students (transcript/Attendance/Discipline).
  
  

Grade Reporting

• Email grade reporting schedule to teachers for Report Cards & Progress Reports.
• Keep track of which teachers still need to import grades before storing grades and advise them to send them by running a report in PowerSchool.
• Store Grades in PowerSchool and then upload Report Cards on to portals.
• Prepare Honor Roll for each Term and send the spreadsheet to the Daily Times and WMHS Staff.
• Run Failure Reports for Guidance Counselors after Progress Reports and each grading Term & Semester.
  
  

GPA/Rank (4x/year For Seniors 2x/year For Juniors)

• Run GPA/Class Rank Report for Seniors after Q1, S1, Q3 & S2 upload to Naviance.
• After Q3 give Class Rank/GPA Report for Seniors to Guidance Director to determine decile/rank and graduation honor status (summa, magna, cume laude and Top 10). Upload that into Naviance and use that for Diploma ordering and medals for graduation. See Graduation Header below.
• Create a csv spreadsheet with student name, ID #, Decile and GPA to upload into Naviance.
• Upload into Naviance making necessary corrections to ranks 1-10/not deciles.
• Import "decile" into PowerSchool field.
  
  

Transcript Maintenance"

• Enter in transcript conversion/credits from previous school by year for newly registered students per Transcript Conversion sheets provided by the Guidance Counselors.
• Add summer school and night school grades to the appropriate school year per spreadsheet provided by Assistant Principal for Night School and for Summer School. Enter course name, gpa points, letter grades and credits into appropriate year in Historical Grades.
• Enter any grade changes in Historical Grades from forms provided by the teacher changing the grade and using the Grade Change Form. Gradebooks will need to be unlocked for the teacher to change a grade and then locked again once changes are made.
  
  

Naviance

• Update Naviance database by inactivating withdrawn students to mirror PowerSchool database,update any counselor information.
• Create new employee accounts in Naviance.
• Run the Final outcome report from Senior Survey Answers and update PowerSchool fields for State Reporting.
• Update Grade 9 & 10 with correct Guidance Counselors.
• Upload current Class Rank & GPA's for Seniors (4x) and for Juniors & Sophomores at end of year.
• SCHOLARSHIPS: Update Scholarships in Naviance as they become active and Upload a copy of the application into Naviance. Create any new scholarships that may come up during the year.
  
  

End-of-Year

• Copy and archive transcripts to PowerSchool for all students.
• Print and File accordingly all Transcripts for Graduating Seniors/Non-graduating Seniors/Certificate of Attainment Students.
• Make Index Cards w/Graduating Seniors name & Grad Year and File in card file in main hallway.
• Batch enter graduation status in PowerSchool so transcripts reflect graduation date and whether or not MCAS was passed.
• Update all graduation fields necessary in PowerSchool.
• Create transcripts for all out of district students (students who did not attend WMHS)
• Guidance Director will do a Transcript Conversion Sheet from RC sent from OOD Coordinator and Admin Asst. enters data from the sheet into Historical Grades.
• Integrate and alphabetize all files from both middle schools. (Cumulative files, cumulative cards, left files, etc.)
• Send legal notice to newspaper regarding the destruction of files for the year (7 years previous).
• Get List from Counselors who will not be promoted to next grade level.
• File cume folders for Gr. 10 with correct counselors and file all Gr. 9 cume folders with Gr. 9 counselors. Update any changes that may be made as well.
  
  

Other

• Bi-annual Civil Rights Report.
• Provide additional reports as requested by administration/teacher.
• Training as requested.
• Work permit processing during school year and summer.
• Create Google Form for PSAT registration.
• Send out Abigail Adams Letters for MCAS and keep a copy.
  
  

Scholarships

• Assisting w/ scholarship applications. Keep copies of all applications in the drawer in Guidance and collect applications prior to the due date and advise the donors that applications are ready for pick up.
• Send out letters for scholarship night to students that will be going on stage to accept awards, to presenters and parents/students that receive Dollars for Scholars and to invited guests(school committee, superintendent, mayor, etc)
  
  

Graduation

• Determine Class Rank & Honor Status for Graduation with help from Guidance Director
• Verify name for Diplomas. Send Google Form to Seniors end of December or January to verify how they would like their name to appear on their diploma.
• Create a Graduation Spreadsheet with name verifications, seating chart, awards, non-graduates,etc to track everything.
• Work with Kenner for ordering of Caps & Gowns.
• Once Cap & Gowns come in and all awards are finalized stuff cords & medals in w/Caps & Gowns to be ready for student pick-up.
• Order Diplomas once honor status is determined.
• Put together Graduation Program and send to printer.
• Help out on Senior obligation day and cap & gown pick up day by having Seniors sign-out their cume folder.
• Create a spreadsheet of the Senior Class for Assistant Principal so teachers can list obligations.
• Once Diplomas come in they need to be assembled and labeled and put on the cart for the graduation ceremony in the correct order.
• Communicate with the OOD Coordinator to find out who will be participating in graduation, who will be receiving a diploma or a certificate of attainment. Send OOD Coordinator the Senior Events
• Calendar to share with OOD Students.
• Get list to provide to Assistant Principal & Counselors of who will not be graduating due to lack of credits.
  
  

At the Woburn Public Schools, we are committed to cultivating an environment where diverse perspectives and backgrounds are embraced, acknowledging that a team reflecting diversity of race, color, ancestry, national origin, religion, age, gender, marital/domestic partner status, sexual orientation, gender identity, disability status, and veteran status allows us to serve our communities better. To that end, Woburn Public Schools continues to be an Equal Opportunity Employer and a district member of Mass Partnership for Diversity in Education