Job Description

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  JobID: 4855
  
  
  

Position Type:
Secretarial/Clerical/Secretary - School Year

Date Posted:
4/12/2023

Location:
South High School

Counseling Secretary
South High School

Purpose Statement:
The job of the Counseling Secretary is done for the purpose/s of providing secretarial support to the Counseling Department; communicating information to students, parents, staff, and/or other districts; documenting information on students class placement, and ensuring compliance with financial, legal and administrative requirements.

Essential Functions

• Assists counseling office personnel to create a safe and welcoming environment (e.g. answering phones, greeting students and patrons, scheduling student appointments, working with student schedules, etc.) for the purpose of supporting them in the completion of their work activities.
• Maintains students\' records (e.g. official transcripts, master schedule updates, rosters, etc.) for the purpose of documenting students\' goals and achievements and complying with educational policies and procedures.
• Prepares a variety of written materials (e.g. records requests, parent letters, transfer grades, applications/scholarships, contacts with parents, teachers and outside professionals, class announcements, etc.) for the purpose of communicating information to school and district personnel, the public, state officials, etc.
• Processes a variety of forms and materials (e.g. secondary school reports, grades, student records, progress reports, orientation information, schedules, awards, etc.) for the purpose of documenting and disseminating information to appropriate parties.
• Responds to inquires from various internal and external parties (e.g. staff, parents, students, public agencies, etc.) for the purpose of providing information, facilitating communication and/or providing direction.
• Schedules various activities (e.g. meetings, testing arrangements, referral appointments, etc.) for the purpose of assisting in meeting staff needs and efficiently utilizing personnel, equipment and facilities.

Other Functions

• Assists other personnel for the purpose of supporting them in the completion of their work activities.
• Maintains inventory of counseling office supplies for the purpose of ensuring the availability of materials when needed.
• Performs other duties as assigned.

Job Requirements: Minimum Qualifications

Skills, Knowledge and Abilities
SKILLS are required to perform multiple, non-technical tasks with a need to occasionally upgrade skills in order to meet changing job conditions. Specific skills required to satisfactorily perform the functions of the job include: operating standard office equipment including utilizing pertinent software applications; and preparing and maintaining accurate records.

KNOWLEDGE is required to perform basic math, including calculations using fractions, percents, and/or ratios; understand written procedures, write routine documents, and speak clearly; and understand complex, multi-step written and oral instructions. Specific knowledge required to satisfactorily perform the functions of the job includes: concepts of grammar and punctuation.

ABILITY is required to maintain confidentiality, schedule activities, meetings, and/or events; routinely gather, collate, and/or classify data; and use basic, job-related equipment. Flexibility is required to independently work with others in a wide variety of circumstances; work with data utilizing defined but different processes; and operate equipment using defined methods. Ability is also required to work with a diversity of individuals and/or groups; work with data of varied types and/or purposes; and utilize specific, job-related equipment. In working with others, problem solving is required to identify issues and create action plans. Problem solving with data requires independent interpretation of guidelines; and problem solving with equipment is limited. Specific abilities required to satisfactorily perform the functions of the job include: communicating with diverse groups; meeting deadlines and schedules; working as part of a team; and working with detailed information/data.

Responsibility
Responsibilities include: working under limited supervision following standardized practices and/or methods; providing information and/or advising others; and operating within a defined budget. Utilization of some resources from other work units may be required to perform the job\'s functions. There is some opportunity to impact the Organization\'s services.

Working Environment
The usual and customary methods of performing the job\'s functions require the following physical demands: some lifting, carrying, pushing, and/or pulling; some stooping, kneeling, crouching, and/or crawling; and significant fine finger dexterity. Generally the job requires 60% sitting, 10% walking, and 30% standing. The job is performed under some hazardous conditions and in varying atmospheric conditions.

Experience Job related experience is desired.

Education High School diploma or equivalent.

Required Testing
Pre-employment Drug Screening

Benefits
Medical and Retirement