High School Guidance Secretary

Reports To: Principal 

Terms of Employment: Permanent, 12 month position

Nature of Work

Performs administrative support work providing overall support for the day to day operations of guidance office or school; preparing and maintaining enrollment and related records, and related work as apparent or assigned. Work is performed under the moderate supervision of the Principal.

Qualifications and Licensure

• Associate Degree or equivalent combination of education and experience
• Notary license, preferred

Duties and Responsibilities 

• Provides clerical support to guidance counselors and administrators. 
• Composes and directs correspondence using various office equipment and venues to include email, fax, mail, copier, software programs. 
• Works closely with the school Data Manager. 
• Performs Notary Public duties when necessary.  
• Manages reception area of the Guidance Department; greets the public, students and staff.  
• Handles new enrollment/withdrawals/transfer functions. 
• Performs records management functions.  
• Greets and assists parents, teachers, students and administrators both in person and phone.
• Answers phones and routes to others.  
• Enrolls new students and withdraws students as appropriate.  
• Copies, prepares correspondence, and compiles information for reports.  
• Assists in the testing of students.  
• Assists other departments and nurses when needed.  
• Performs other duties as assigned by the supervisor.

Physical Requirements (if applicable)

• This work requires the occasional exertion of up to 10 pounds of force; work regularly requires speaking or hearing, using hands to finger, handle or feel and repetitive motions.  
• Frequently requires sitting and occasionally requires standing, walking, reaching with hands and arms, pushing or pulling and lifting. 
• Work has standard vision requirements. 
• Vocal communication is required for expressing or exchanging ideas by means of the spoken word.  
• Hearing is required to perceive information at normal spoken word levels and to receive detailed information through oral communications and/or to make fine distinctions in sound. 
• Work requires preparing and analyzing written or computer data. and obse 

Special Requirements (if applicable)

• General knowledge of standard office practices, procedures and equipment. 
• General knowledge of school system routine and procedures. 
• General knowledge of guidance terminology, methods and procedures. 
• General knowledge of business English, spelling and arithmetic.  
• Skill in the use of Word and Excel and website management.  
• Must possess good telephone skills and communication skills.  
• Ability to meet deadlines with attention to details. 
• Ability to perform routine recordkeeping. 
• Ability to deal effectively with students and teachers.  
• Ability to establish and maintain effective working relationships with others.  
• Ability to organize and perform work independently.  
• Ability to type accurately and at a reasonable rate of speed. 
• Ability to meet the public effectively.  
• Must be highly organized, able to multi-task and self-direct. 

DISCLAIMER

The preceding job description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees of this job.