Secretary - Guidance Department
About the Employer
Job Summary
Manage records and provide clerical services for the high school guidance department.
Qualifications
• High School Diploma.
• Post high school education preferred.
• Alternate to these qualifications as the superintendent and/or board of education may find appropriate.
Reports to
High School Principal
Employment Status
Regular, Full-time Administrative Support 3
FLSA Status
Non-exempt
Position Summary
Manage records and provide clerical services for the high school guidance department.
Essential Functions
• Enroll and withdraw students according to district and building procedures; for example, request and transfer records, update student profiles, notify transportation, assign lockers.
• Answer the telephone in the guidance office; direct calls and take messages. Train students to carry out these same activities, and assign them to work as directed by the counselors.
• Type and distribute forms, correspondence, memos and newsletters as directed, and prepare bulk mailings.
• Keep logs for district and state reports; for example, new students, tuition students, home schooling, alternative high school enrollment, immunization records, and school withdrawals.
• Distribute student records in the building; for example, schedule revisions, class lists, new students’ grades.
• Supply records, as requested and according to district procedures, to students, parents, colleges, employers, agencies, and institutions.
• Complete forms for agencies such as social security, bureau of motor vehicles, department of human services, insurance companies and the armed services.
• Keep student files, including confidential files and health records, current and well organized.
• Schedule appointments for the guidance counselors.
• Administer the guidance office library.
• Process student activities such as college visitations, college entrance exams, correspondence tests and shadowing appointments.
• Schedule the guidance office conference rooms.
• Prepare requisitions for the guidance office.
• Assist with the annual preparation and implementation of arena scheduling.
• Maintain the confidentiality of information that is not public domain.
Other Duties and Responsibilities
• Maintain a neat, attractive office environment.
• Assist other staff members with their duties when possible.
• Participate in professional development activities as assigned.
• Serve as a role model in the practice of ethical principles, responsible behavior and democratic values.
• Maintain an appropriate personal appearance.
• Observe all safety and health regulations of the school district.
• Perform other duties as assigned by the guidance counselors or the principal.
Required Knowledge, Skills and Abilities
• Well developed typing/computer skills.
• Well developed oral and written communication skills.
• Competence with office machines, and a willingness to continuously upgrade those skills.
• Ability to work cooperatively with all staff and to interact with staff, students and the public in a positive manner.
• Ability to adapt to change quickly and to accept new and challenging tasks as they arise.
Equipment Operated
Computer/Printer. Typewriter. Telephone and fax machine. Copier. Laminator. Calculator/Adding Machine. Other office machines and educational equipment. Public Address System.
Working Conditions
• Repetitive hand motions (typing/computer).
• Potential exposure to blood or other body fluids.
• Occasional operation of a vehicle in inclement weather.
• Potential interaction with unruly children or angry adults.
• Regular requirement to sit, stand, walk, talk, hear, see, read, reach with hands and arms.
• Occasional requirement to lift, carry, push and pull various items; for example, books and supplies, up to 25 lbs.
Conditions of Employment
Length of employment: one year limited contract. Salary: based on current classified salary schedule with appropriate experience and training. Fringe benefits: based on current classified handbook