Guidance Secretary

10 months; 8.0 hrs/day
Hourly rate: $19.40

POSITION RESPONSIBILITIES:

• Type, file, duplicate, mail all correspondence related to the duties of the counselors.
• Handle all incoming calls. Schedule appointments for teachers, parents, and students (and write student passes).
• Determine student needs as students arrive to the office with passes and notify the appropriate person. Locate the nurse as required. Supervise students waiting in the office.
• Greet parents and newly enrolling students and assist office visitors.
• Assist with registration of new enrollees.
• Requesting transcripts/records of new enrollees and preparation of mailing transcripts/records.
• Preparation of cumulative and permanent record cards for all new enrollees.
• Maintenance of updating student cumulative and permanent records (general information, test results, grades, pictures, etc.).
• Organizing, maintaining and updating special needs folders and binders.
• Process AEA referrals, discipline referrals, progress reports.
• Assist in registration and orientation for grades 7 and 8. (In the future for grades 6, 7, and 8.) Duties include building a roster, collating and summarizing comments of teachers, completing forms, etc.
• Prepare information as initial step of scheduling.
• Assist the counselor and principal in charge of ITED's and ITBS to prepare for the testing, and in distribution, and collection of testing material.
• Assist in organizing make-up testing.
• Prepare cumulative folders and permanent record cards (photos, testing results, etc.)
• Prepare rosters, homebase lists, and/or reports for teachers, principals, counselors, etc. Maintain student adds/drops information in binder. Maintain class lists. Forward student adds/drops information to the Business Manager and Attendance Secretary.
• Preparation, printing, alphabetizing, distribution, completing corrections, filing of: report cards, mid-term progress reports, stick tabs, etc.
• All main frame (AS400 and Excel database) computer input; student information, schedules, reports, eighth period student activities, scheduling; as well as maintenance of same.
• Verify accuracy of principal's quarterly report with enrollment data.
• Schedule use of conference rooms.
• Staffing notifications for AEA staff and filing of all special education reports.
• Assist in the organization of guidance department curricular activities (e.g. career day, etc.)
• Assist other secretaries, as needs demand.
• Maintenance of Lost and Found items with distribution or dispersal of items throughout the school year.
• Demonstrates a commitment to multi-cultural nonsexist policies and practices.