General Description

Provides secretarial assistance to the school guidance staff and coordinates the office's administrative daily activities by storing, retrieving and integrating information for dissemination to staff and students.

Performs a variety of moderately complex work within established procedures and standard practices. Specialized knowledge of the school's policies and procedures is required.

Work is performed under general supervision without specific instruction. Requires frequent coordination with others at all organizational levels within and outside the school.

Requires handling of sensitive information and dealing tactfully with the public. Considerable judgment is required.

Essential Job Functions

Essential Job Functions :

Customer Service / Public Relations :

Serves as central information point to the public, students and faculty regarding a variety of matters related to school operations and policies.

Screens visitors, phone calls and mail. Responds to inquiries that do not require the administrator’s attention. Obtains and provides information requested from within and outside the organization.

Fields inquiries about SOL’s, SAT’s, PSAT’s and AP Testing. Maintains good rapport with students, staff and parents. Protects the confidentiality of written and spoken information processed in the guidance office.

New Student Registration / withdrawal

Collects and processes all data pertinent to the students’ educational record for enrollment according to CCPS procedures.

This includes but is not limited to residency verification, custody petitions, immunizations and IEP’s as well as inputting all information into the database.

In addition, registration includes on-line, night school and summer session courses. Withdrawal of a student requires documentation that all books and materials have been returned, grades processed and records forwarded to the next school.

Student Records Management

Responsible for the collection, filing, maintenance and security of all student records. This includes the transfer of records from elementary to middle and middle to high.

Provides access to student records by viewing, copying, faxing, or mailing as a response to appropriate requests from parents, students and others.

Process transcript requests of former students for graduation verification for employment and inquiries from state correctional facilities and social security disability administration.

Must be familiar with Chesterfield County record keeping policies and state and federal regulations. Prepares records for microfilming for students who graduate or withdraw from the system.

Report Dissemination and Data Verification

Dissemination of interims and report cards for all students. Responsible for keeping the Student Information System updated through collection of current information and audit reports.

Copy, sort and mail mid-year transcripts for all college applications. Send final transcripts to colleges selected by students.

Prepare senior diploma orders verifying student’s official names. Assist in the preparation of scholarship and award program scripts.

Process students’ applications for college, scholarships, alternative education programs, summer and special programs and Chesterfield Tech applications.

Prepare Seniors in Danger of Failing notices first and second semester. Issues work permits.

Generates Reports

Pulls reports from the Student Information System for teachers, counselors and administrators, Uses a personal computer to create spreadsheets, compose correspondence, manage databases and create reports and documents as required in carrying out daily guidance duties.

Budgetary Responsibility :

Orders and maintains supplies for the Guidance Department.

Report Preparation :

Generates reports, pulls reports from the Student Information System for teachers counselors, administrators.

Equipment Operation :

Uses a personal computer to create spreadsheets, compose correspondence, manage databases and create reports and documents as required in carrying out daily guidance duties.

Contacts : Acts as liaison to social workers, probation officers, physical therapists, etc. Daily contact with parents and students as well as occasional contact with the following : Guidance departments throughout the state and nation regarding transferring students, social workers, etc, College Admissions Representatives, Military Recruiters, Student Services Providers, Detention Home Personnel, Prevention Services / Mental Health, Greater Richmond Area Scholarship Counselor (GRASP)

Work Direction :

Responsible for training and providing work direction to student aides.

Supervision : N / A

Decision Making :

Independent decision-making is used when concerns or questions come up that can be solved logically by the individual in the position.

Verification of documentation for enrollment is the responsibility of the guidance technicians. If there are extenuating circumstances, they will seek the supervisor’s advice.

Formal Policy-Setting Responsibilities : N / A

Physical Demands :

The employee is regularly required to use hands to finger; reach with hands and arms; handle paper files, records, computer and equipment controls;

talk and hear. The employee is occasionally required to stand, walk, stoop or kneel and lift boxes of student records. Specific vision abilities required include close and distance vision and ability to adjust focus.

Work Environment :

The employee regularly works in an office environment. The noise level in the work environment is moderate.

Qualifications

Considerable knowledge of office operations and procedures; business English and mathematics and office equipment to include manual and automated filing systems.

Working knowledge of related school programs and regulations. Working skill in the use of a personal computer, utilizing word processing, spreadsheet and database software.

Demonstrated ability to compose correspondence, assemble data and prepare reports, charts and forms; to organize work; to communicate effectively both orally and in writing;

to interpret, explain and apply policies and procedures; to exercise judgment and work effectively with all levels of personnel, students and the public.

Requirements

Education, training or experience sufficient to demonstrate the required knowledge, skills and abilities.

Applicants considered for employment must successfully complete the following background investigations / tests :

• Federal Bureau of Investigation (FBI) Criminal History Investigation
• State Police Criminal History Investigation
• Child Protective Services (CPS) Investigation
• Tuberculosis Screening / Test

Last updated : 2024-04-26