Guidance Department Secretary

Position: Guidance Department Secretary 

Reports to: School Principal

Start Date: July 1, 2025

Primary Functions:

The Middle School Guidance Department Secretary is a 12-month position that provides administrative support to the school’s guidance department, assisting with the daily operations and ensuring efficient and effective services for students, staff, and parents. This position involves organizing and managing clerical tasks, maintaining student records, coordinating appointments, and providing general assistance to the school counselors.

Qualifications:

1. High school diploma or equivalent required; associate degree or higher preferred. 
2. Previous experience in an administrative or secretarial role, preferably in a school setting.
3. Strong organizational skills with the ability to handle multiple tasks and prioritize effectively.
4. Excellent verbal and written communication skills.
5. Ability to maintain confidentiality and handle sensitive student information with discretion.
6. Proficiency in office software (Microsoft Office Suite, Google Workspace, etc.) and basic office equipment (phones, copiers, fax machines). 
7. Experience with student management systems or databases is a plus.
8. Ability to work independently and as part of a team.
9. Strong interpersonal skills and a customer-service-oriented attitude.

Key Responsibilities:

Administrative Support

• Assist the guidance counselors in scheduling meetings, appointments, and conferences with students, parents, and staff.
• Manage and organize the guidance department’s calendar, ensuring all meetings, workshops, and events are properly coordinated.
• Maintain and update confidential student records, including academic, behavioral, and emotional progress files.
• Prepare and process correspondence, reports, and documents as needed.
• Assist in the creation and distribution of newsletters, announcements, and other communications related to student services.

Student and Parent Interaction

• Greet and direct students, parents, and visitors to the guidance office.
• Answer inquiries regarding student services, school policies, and other guidance-related matters.
• Schedule appointments for students to meet with guidance counselors.
• Provide necessary forms to students and parents (e.g., permission slips, registration forms, etc.).

Data Management

• Maintain and update electronic student records in accordance with district policies and confidentiality regulations.
• Track and organize student referrals, assessments, and intervention records.
• Assist with the collection and analysis of data related to student academic performance, attendance, and behavioral reports.
• Ensure that all student documentation complies with district and state regulations. 

Coordination and Support

• Assist in organizing events related to student wellness, career counseling, and college readiness.
• Coordinate with teachers, administrators, and other staff to support the implementation of student intervention plans and services.
• Provide clerical support for activities related to testing, such as standardized assessments, counseling programs, or special education services.
• Maintain inventory of guidance department materials and supplies.

Confidentiality and Compliance

• Ensure that all student information is handled with the highest level of confidentiality and in compliance with FERPA (Family Educational Rights and Privacy Act) and other relevant privacy laws.
• Adhere to district policies regarding student records, data collection, and the distribution of information.