Long Term Guidance Office Secretary

The community of Otter Valley Union Middle and High School in Brandon, Vermont and the Rutland Northeast Supervisory Union seek a creative and dynamic individual to fill a long term guidance office secretary position beginning August 31st and with an expected completion date of early December 2026. The position may be continued beyond this date depending on the availability of the candidate and the needs of the department. This position provides clerical and administrative support to the school counseling and administrative offices at Otter Valley, with a focus on school registration, course registration, grade reporting, and post-secondary applications. The secretary/registrar manages the daily operations of the school counseling office. The role requires excellent interpersonal skills and skills in school office applications to include the Google Suite, Google Classroom, and PowerSchool. ESSENTIAL FUNCTIONS: (The following duties and responsibilities are required as part of the job. Other duties may be assigned.) REGISTRATION DUTIES ● Assist families and school counselors with the registration process for new and existing students, including the entering of student information and previous grades ● Review student transcripts to ensure accuracy and completeness; produce transcripts upon request ● Maintain student registration records in PowerSchool, including contact information, demographics, and documents pertaining to enrollment, grades, or registration ● Produce upon request a variety of reports to support the counseling and administrative offices, including missing grade reports, report cards, transcripts, student grade snapshots, and grading data reports ● Review incomplete schedules during the summer and edit schedules according to the standard academic program; elevate more complex scheduling challenges to the appropriate school counselor or case manager ● Create, update, and maintain all electronic and paper student files and information; enter and continually update all necessary information in the database related to students, teachers, and parents in accordance with federal/state law and district/school rules. ● Complete and revise course entries in PowerSchool for the master schedule in consultation with the Principal and Counseling Director ● Coordinate the local scholarship program and the Senior Awards ceremony; assist with in-house school awards ceremonies as requested ● Coordinate the school choice program, including updating annual forms, maintaining a log of school choice students both transferring in and out of Otter Valley, and communicating with school staff and families at both Otter Valley and other schools about registration and eligibility ● Review and distribute report cards once per quarter in partnership with the District Registrar ● Maintain accurate and complete student files and other school records. Request copies of student records from sending schools, and distribute copies of student records to requesting schools; Update files/records regularly to ensure information is complete and accurate. ● Purge student files for long-term storage in compliance with district, state, and federal guidelines GENERAL OFFICE/SUPPORT DUTIES ● Manage the student counseling office as a quiet break space and waiting room for students; ensure agreed-upon norms are followed ● Plan, coordinate, and carry out all daily activities and operations related to assigned administrative functions. This includes assisting school counselors with appointment scheduling, email and phone correspondence with families, and coverage of breaks or absences at the front desk ● Develop (write, design, draft, edit, etc.) various written documents related to assigned functions, such as guidelines and operation manuals ● Compile a variety of information from both manual and computerized records and files for regular and special reports and in response to specific requests by the Principal or other staff members. ● Perform a variety of liaison functions with students, faculty, staff, parents, board members and/or other school constituency: explain policies/procedures/practices; answer various questions about school policies, procedures, operating practices, fees, schedules, events, services, programs, and the like; coordinate services/assistance; assist with registration; handle special requests; discuss, investigate and resolve problems, routing to senior staff members as appropriate; and the like. ● Confer regularly with the Principal, faculty, staff, district personnel, and community members to plan, coordinate, and evaluate programs/projects, exchange information, resolve problems, and the like. ● Support College Board testing administration, including inputting information into the test site. ● Perform various basic and specialized clerical functions, and key administrative support functions for the school as assigned by the Principal or their designee. ● Train and oversee the work of those who are assigned to assist and/or serve as substitutes in the position. ● Assist the school nurse in the care of students when necessary. ● Understand and maintain confidentiality in relation to staff and students. ● Provide student supervision duties as requested ● Keep abreast of relevant District policies and procedures, school rules and operating practices, state reporting/data requirements, and other relevant regulations & legislation, and help communicate and enforce compliance with such. ● Perform other specialized/technical tasks and planning activities related to assigned functions. QUALIFICATIONS ● High School Diploma or equivalent ● Outstanding written and oral communication skills ● Proficiency in customer service skills applicable to a variety of stakeholders and communication styles, including the ability to work with students of a variety of ages ● Proficiency with the GSuite of office applications, including advanced proficiency in Google Docs and Google Calendar and basic proficiency in Google Sheets and Slides ● Understanding of or prior experience in student registration systems is preferred, especially PowerSchool ● Knowledge of school operations in general ● Previous experience in working with adolescents is preferred Interested candidates are asked to apply on Schoolspring.com and address the skills and traits identified above.

Salary : $25 - $26