Purpose

Provides secretarial support to all members of the counseling department, including academic counselors, registrars, and college & career specialists.

Essential Functions

• Uses appropriate measures to ensure the privacy and confidentiality of all student, parent and staff information.
• Anticipates and responds to the needs of students, parents and staff such that they are provided with a high level of service in a timely and courteous manner.
• Initiates communication with a wide variety of people and/or organizations (for example, other schools, students, staff, parents, etc.) to provide enrollment and graduation information regarding students, staff, parents, etc.
• Maintains and updates counseling center forms
• Ensures files and records are maintained for the career center and the records room.
• Assists counselors and college & career specialist with correspondence, communication, filing, data entry, copying, faxing, and maintaining the student information system and Naviance accounts.
• Supports the registrar with secretarial duties including but not limited to creating and maintaining student records in compliance with applicable laws and district policy, filing, and supporting course schedule process on a global and individual student level.
• Supports 8th grade registration, making calls to their families, and rolling up 8th grade math and ELA grades.
• Transmits information from the Counseling Center to parties as requested (e.g., transcripts, test scores, registration information, etc.)
• Supports the college & career specialist in facilitating and scheduling school visits by colleges, military representatives, and other educational institutions.
• Assists the Registrar during high-demand times of the year, such as during enrollment and grade posting.
• Provides general first aid and routine support to the health room while the nurse is away or on break. Secretaries will provide healthcare support under the direction and training of the nurse.
• Keeps records and performs general clerical duties (e.g. proofreading, filing, copying, faxing, etc.) to support departmental activities.
• Support changes in student schedules and data mining for the Counseling Staff (i.e. advisors, registrars, and college & career specialists),
• Prepares reports and written materials for the counseling department for the purpose of meeting state, federal, and/or district requirements, including mid-year college applications, graduation requirements, high school and beyond task tracking, report cards, grade checks, failure letters, etc.
• Organizes and processes mailings
• Orders and maintains office supplies
• Provides assistance to other roles in the high school offices when temporary assistance is needed during high volume periods.
• Performs other tasks directly related to supporting the counseling department.

Supervisory

Responsibilities

Student Assistants in the Counseling Center

Education and/or

Experience

High school diploma or equivalent and one to three years of experience in an office or school setting. Post-secondary education is preferred.

Computer & Technical skills

• Microsoft Office and Google Drive (Documents and Drive management) competence
• Ability to generate accurate reports in spreadsheets for sorting and filtering large data sets
• Ability to work with collaborative documents
• Coordinating appointments and events with Counseling staff and department using multiple Google calendars
• Strong preference for experience with Student Information Systems (i.e. Skyward), and ability to learn new/updated systems with ease.

Language Skills

• Ability to present information to others and understand complex, multi-step written and oral instructions. 
• Ability to read and interpret documents such as safety rules, operation and maintenance instructions and procedure manuals.
• Ability to write routine reports and correspondence.
• Ability to speak effectively with other employees and/or students and respond to common requests or complaints from public, regulatory agencies or members of the business community.

Mathematical

Skills

Ability to apply concepts such as fractions, percentages, ratios, and proportions to practical situations.

Reasoning Ability

• Ability to identify problems, gather data, establish facts, and draw valid conclusions 
• Perform all duties related to this position accurately and with attention to detail

Other Skills and Abilities

• Exceptional skills in communication, computer use, and interpersonal interaction.
• The ability to build effective relationships with students, staff, and the community at the school.
• Working effectively with diverse individuals and/or groups is essential;
• Utilize initiative, creativity, and problem-solving skills to identify processes and practices that can be improved or modified
• Working under limited supervision, effectively utilizing work hours, demonstrating initiative and dedication to the continual improvement of counseling center standardized practices and/or methods, and providing timely and accurate information and/or advice are among the responsibilities.
• A working knowledge of a wide range of business machines.
• Ability to work with others under a variety of circumstances and deal with interruptions.
• Be flexible when work priorities change.
• Dedicated to meeting deadlines and schedules.
• Perform duties and assignments with careful judgment, diplomacy, discretion, tact, and strict confidentiality.
• Ability to comply with all policies and requirements of the District and State.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is frequently required to sit, walk, stand, and repeat the same motion many times, to reach above the head, twist or bend at the neck and trunk, squat/stoop/kneel. Occasionally, but essentially, the employee must be able use manual dexterity, lift up to 25 pounds shoulder to overhead, push/pull up to 50 pounds on wheels over carpeted or tiled floor, carry up to 25 pounds short distances. Specific vision and hearing required by this job include seeing close work such as typed or handwritten material, hearing conversation in a quiet environment, communicating through speech.

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee frequently works inside, works in close exposure to CRTs and VDTs.

Pay and

Classification

Category 5, Position 2 – Per the Classified Collective Bargaining Agreement