What are the responsibilities and job description for the Counseling Clerk (222 Workdays) position at Texans Can Academies?
Primary Purpose
The Counseling Clerk provides administrative and technical support to the school counseling department. This role combines responsibilities of a traditional high school registrar and counseling clerk, with a strong emphasis on directly supporting counselors with clerical and administrative functions. Key duties include student records management, transcript review, data entry, and supporting graduation tracking. A significant portion of this role involves processing course completions, schedule changes, and endorsements within the student information system.
This position operates in a high-demand, fast-paced environment and requires a high level of accuracy, organization, and the ability to manage multiple priorities simultaneously while supporting a large volume of student records across multiple campuses.
This position is a central office based position and plays a critical role in ensuring the accuracy of student academic records and supporting student success through effective coordination with the counseling department. The ideal candidate is detail-oriented, highly organized, adaptable, and thrives in a fast-paced, high-volume environment with a strong focus on supporting counselor operations.
Qualifications (Education/Experience)
Counselor Support & Scheduling Functions
None.
Equipment Used
The Counseling Clerk provides administrative and technical support to the school counseling department. This role combines responsibilities of a traditional high school registrar and counseling clerk, with a strong emphasis on directly supporting counselors with clerical and administrative functions. Key duties include student records management, transcript review, data entry, and supporting graduation tracking. A significant portion of this role involves processing course completions, schedule changes, and endorsements within the student information system.
This position operates in a high-demand, fast-paced environment and requires a high level of accuracy, organization, and the ability to manage multiple priorities simultaneously while supporting a large volume of student records across multiple campuses.
This position is a central office based position and plays a critical role in ensuring the accuracy of student academic records and supporting student success through effective coordination with the counseling department. The ideal candidate is detail-oriented, highly organized, adaptable, and thrives in a fast-paced, high-volume environment with a strong focus on supporting counselor operations.
Qualifications (Education/Experience)
- High school diploma or equivalent require
- Associate’s degree or higher preferred
- Minimum of 1–3 years of clerical, administrative, or data entry experience (school-based experience preferred)
- Strong technology skills, including proficiency in Microsoft Excel, Word, and Google Workspace
- Experience or ability to learn student information systems (e.g., Skyward)
- Excellent data entry skills with high attention to detail and accuracy
- Strong organizational and time management abilities
- Ability to efficiently manage and prioritize a large volume of student records and scheduling transactions across multiple campuses
- Ability to work in a fast-paced, high-volume environment with frequent interruptions
- Ability to meet deadlines with minimal supervision
- Effective communication and interpersonal skills
- Ability to handle confidential information with discretion
- Proper English usage, grammar, spelling, vocabulary, and punctuation.
- Modern office methods, procedures, and practices, including filing systems, business correspondence, and telephone techniques.
Counselor Support & Scheduling Functions
- Provide direct clerical and administrative support to school counselors
- Process course completions, schedule changes, and student endorsements in the student information system (e.g., Skyward)
- Assist counselors with maintaining accurate student schedules and academic records
- Support documentation and tracking of student academic plans and progress toward graduation
- Maintain accurate and up-to-date student records in the student information system (SIS)
- Perform high-volume data entry with strong attention to accuracy and deadlines
- Assist with enrollment, withdrawals, and records requests in compliance with district and state guidelines
- Review and audit student transcripts for accuracy and completeness
- Support counselors in monitoring student progress toward graduation requirements in the state of Texas
- Identify discrepancies in credits, courses, or records and communicate findings to counselors
- Assist in preparing graduation reports and documentation
- Ensure adherence to district policies, FERPA, and Texas state regulations regarding student records
- Maintain strict confidentiality of student information
- Other duties as assigned
None.
Equipment Used
- Office equipment and tools: calculator, computer, printer, copier, fax, multiline telephone, and other equipment and platform applicable to the position.
- Work with frequent interruptions, work with frequent deadlines, and maintain emotional control under stress. Occasional prolonged or irregular hours. Regular district wide travel to multiple work locations as assigned; moderate lifting and carrying.