Job Description

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This position will be avaliable for the 2025-2026 School Year

Position Title: Guidance Administrative Associate - Intermediate

Pay Grade: 10 Period of Employment: 11 months

Description Approved/ Revised: 06/2024 FLSA Status : Non-Exempt

Supervised by and/or Reports to: School Administrators

General Responsibilities : Ensures that the management and organization of the student records is done in a professional, timely, and competent manner.

Essential Duties:

(This list is intended solely as an illustration of the various types of work performed. The omission of specific duties does not exclude their addition if they are similar to or a logical extension of the position.)

• Maintains student records.
• Receives all incoming calls and directs parents and community members.
• Exhibits excellent public relations skills with parents, students, and staff.
• Provides information, support, and assistance to school counselors.
• Furnishes general information regarding Mayfield Intermediate or Baldwin Intermediate to visitors, parents, students, staff, and the community.
• Gathers data and information for reports such as the monthly grade distribution, withdrawals, and enrollment reports, grades at 9 weeks, interims, and report cards.
• Generates accurate enrollment figures on a day-to-day basis.
• Inputs the data of all new enrollments and withdrawals into the student database system.
• Maintains orderly storage of all student files, which include those of current students and withdrawals.
• Manages and tracks student absences and processes student absence letters.
• Processes new cumulative folders and requests records for new students.
• Completes the withdrawal process for students and prepares related documentation.
• Communicates with Transportation when a student moves into the city limits and needs to provide proof of residency, when a Special Education student is not on the afternoon bus, or if a student is missing.
• Posts and files all test results.
• Serves as a member of the Crisis Response Team.
• Performs other duties as required.

Requisite Knowledge, Skills, and Abilities:

• Skilled at compiling data in an organized manner and disseminating results as needed.
• Must possess excellent customer service skills, able to work well with students, parents, and staff.
• Extensive knowledge of school policies and procedures.
• Strong computer and clerical skills.
• Ability to maintain confidentiality.
• Adept at multi-tasking, working well on a deadline, initiating tasks, and working independently.
• Knowledge of PowerSchool (student database) preferred.
• Organized and able to prepare and maintain accurate records.
• Exercises appropriate judgment in a variety of situation, including crisis situations.

Requisite Education and Experience:

• Must possess a high school diploma or equivalent (GED).
• A minimum of three (3) years of clerical experience in a school setting and experience with student records is preferred.

Physical Requirements:

Must have the use of sensory skills in order to effectively communicate and interact with other employees and the public through the use of the telephone and personal contact as normally defined by the ability to see, read, talk, hear, handle or feel objects and controls. Physical capability to effectively use and operate various items of office related equipment, such as, but not limited to: a personal computer, calculator, copier, and fax machine. Some climbing, stooping, kneeling, crouching, reaching, standing, walking, pushing, pulling, lifting, grasping, or repetitive motions required.

Manassas City Public Schools (MCPS) does not discriminate in employment nor in the provision of educational programs, services and activities on the basis of race, color, religion, national origin, sex, gender identity, sexual orientation, pregnancy, childbirth or related medical conditions, age, marital status, veteran status, disability, genetic information, or any other basis prohibited by law.

This is intended to accurately reflect the position activities and requirements. It is neither intended to be, nor should it be construed as, an all-inclusive list of the responsibilities, skills, or working conditions associated with the position. The administration reserves the right to modify, assign, or remove duties as necessary.

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