Counseling Specialist - 226 Days (2025-2026)

Job Title: Specialist Wage/Hour Status: Non-Exempt

Job Role: Counseling Funding Source: Local

Department/School: Counseling Pay Grade: PR 9

Function: Educational Support

Reports to: Director of Counseling HR Date Approved: April 2014

HR Date Revised: December 2024

SUMMARY:

Maintains course catalog and counseling software for the district. Assists campus data clerks and performs data entry including Public Education Information Management System (PEIMS) data related to student schedules and course completion. Assists with grades and preparation of student reports as well as prepares a variety of student reports.

The essential functions, pursuant to the Americans with Disabilities Act, may include the characteristic duties and responsibilities noted herein, however, this list represents examples only, and is not a comprehensive listing of all functions and tasks performed by positions found in this job description.

• Model KISD core organizational beliefs and values; perform duties effectively and efficiently for the purpose of supporting as well as contributing to high student achievement.
• Provide program support and service delivery; communicate effectively within and across teams plus participate in cross-functional work groups.
• Maintain a commitment to the District mission; model District expectations through personal leadership and actively support the efforts of others to achieve District goals.

MAJOR RESPONSIBILITIES AND DUTIES:

Data Entry and Reporting

• Maintain student data in district Student Information System (SIS) pertaining to at-risk coding, graduation codes, and dropout information for PEIMS.
• Maintain district-scheduling data on computer.
• Manage all district course setup including, catalog (physical and online), groups, sequences, and career planner.
• Enter master schedules for each school year in Student Information System (SIS); make changes as directed by counselors or administrators.
• Assist data clerks, administrators and counselors with scheduling for each school year.
• Assist in developing training and documents for counseling software.
• Prepare and manage all scheduling and grading in Student Information System (SIS) for summer intervention; enter all summer intervention grades into appropriate databases; print required reports and data.
• Prepare and manage all data relating to intervention and prevention programs including the drug testing pool, drug survey data and behavior intervention program data.
• Assist with the preparation of reports and student data information relating to student scheduling, graduation, and transcripts.
• Monitor and maintain CTE PEIMS code verification.
• Enter middle school academic histories into appropriate databases.

Communication and Collaboration

• Assist in developing training and documents for counseling software.
• Attend and participate in department meetings and special events and serve on staff committees as required.
• Utilize effective communication skills; ensure that all interactions with students, district personnel, and parents are supportive, courteous, and respectful.

Policy, Reports, and Law

• Maintain confidentiality.
• Develop and maintain systems for retrieval of information in support of all programs; compile, maintain, file, and secure all physical and computerized reports, records, and other required documents.
• Pursue Professional Development activities for self and assigned staff; ensure that Professional Development activities are aligned with District goals and initiatives and current professional research.
• Comply with all policies, operating procedures, legal requirements, and verbal and written directives.
• Comply with the Professional Code of Ethics and Standard Practices for Texas Educators.
• Follow District safety protocols and emergency procedures.
• Perform other related duties as assigned.

QUALIFICATIONS:

Education/Certification:

• High School Diploma or equivalent

Experience:

• Three (3) years successful secretarial/related experience
• Experience in public education environment (preferred)

SPECIAL KNOWLEGDGE/SKILLS/ABILITIES:

• Proficient skills in keyboarding, data entry, word processing, and file maintenance
• Ability to use software to develop spreadsheets and databases and do word processing
• Ability to prioritize workflow to address the multiple needs of the supervisor or the department
• Ability to multi-task numerous complex administrative activities
• Basic math skills
• Strong organizational, communication, and interpersonal skills
• Knowledge of school district organization, operations, and administrative policies
• Ability to read and comprehend instructions, correspondence, and memos
• Ability to make independent decisions regarding planning, organizing, and scheduling
• Excellent public relations, organization, communication, and interpersonal skills

SUPERVISORY RESPONSIBILITES:

• None

MENTAL/PHYSICAL DEMANDS AND ENVIRONMENTAL FACTORS:

Tools/Equipment Used:

• Standard office equipment including personal computer and peripherals

Posture:

• Prolonged sitting; occasional bending/stooping, pushing/pulling, and twisting

Motion:

• Repetitive hand motions, frequent keyboarding and use of mouse; occasional reaching

Lifting:

• Occasional light to moderate lifting and carrying (less than 44 pounds)

Environment:

• Work to be completed on-site from assigned school or building; regular exposure to noise and computer monitors
• No remote work
• Occasional districtwide travel

Mental Demands:

• Work with frequent interruptions; maintain emotional control under stress work; prolonged or irregular hours