Guidance Secretary - Part-Time, Interim

Position Purpose

This position is for a secretarial position in our guidance office. Job duties would be to assist in the enrollment of new students, management of transcripts, management of testing materials, and

assist in the scheduling of students to meet with counseling staff.

Essential Job Functions

• Assists counselor in evaluating transcripts of incoming students for the purpose of transferring grades and semester credit hours into the student information system.
• Compiles student records (e.g. birth certificates, transcripts, transfers, immunization, etc.) for the purpose of meeting State, Federal, and/or District requirements.
• Informs appropriate personnel of possible student course deficiencies for the purpose of assisting in addressing student course requirements.
• Maintains a variety of manual and electronic student records (e.g. grade checks, cum files, test scores, student information, etc.) for the purpose of providing up-to-date
  
  

reference and complying with regulatory requirements and established guidelines.

• Performs enrollment and withdrawal activities (e.g. interpreting, requesting, and providing transcripts, updating automated student information system, Cohort student
  
  

tracking system, etc.) for the purpose of ensuring compliance with financial, legal, state or federal requirements.

• Prepares standardized documents and reports (e.g. form letters and memos, calendars, bulletins, periodic reports, etc.) for the purpose of communicating information to other
  
  

parties and/or agencies.

• Processes a variety of documents and materials (e.g. new registrations, transcripts and transcript requests, student employment verifications, withdrawals, etc.) for the purpose
  
  

of disseminating information to appropriate parties.

• Provides a variety of documents (e.g. transcripts, ACT scores, college applications, etc.) for the purpose of assisting present and former students and/or their parents.
• Researches discrepancies in student records for the purpose of verifying graduation status and ensuring the accuracy of information.
• Responds to questions from a variety of internal and external sources (e.g. staff, other educational institutions, the public, parents and/or students, etc.) for the purpose of
  
  

providing information and/or direction.

• Verifies student related data (e.g. grades, information, etc.) for the purpose of ensuring the accuracy of the student records.
  
  

Additional Duties

Attends department, in-service meetings, workshops and/or seminars as assigned for the purpose of conveying and/or gathering information required to perform job functions.

Perform any other related duties as assigned.

Qualifications Profile

Applicants should be familiar with basic elements of customer service and be able to multi-task while providing service. Knowledge of Microsoft Office and Google platforms is preferred.

Bilingualism is a benefit. Any combination of education and experience providing the required skill and knowledge for successful performance would be qualifying. Typical qualifications

Would Be Equivalent To

• High School diploma or equivalent.
• Prior successful secretarial experience preferred.
  
  

FLSA Status

Non-exempt