36214 Secretary Counselors Ofice

Job

Title:

Secretary

Counselors

Office

Exemption

Status:

Nonexempt

Reports

to:

Principal/Counselor

Date

Revised:

November

2017

Dept./School:

Assigned

Campus

Pay

Grade:

P14

Primary

Purpose:

Under

moderate

supervision,

provide

routine

clerical

support

for

the

efficient

operation

of

the

school

counseling

office

and

professional

staff.

Maintain

current,

accurate,

and

confidential

student

records.

Qualifications:

Education/Certification:

High

school

Diploma

or

equivalent

Certified

Educational

Office

Professional

(CEOP)

certification

preferred

Bilingual

preferred

Experience:

Minimum

of

one

(1)

year

of

clerical

experience

Special

Knowledge/Skills/Abilities:

Knowledge

of

general

office

procedures

Proficient

keyboarding

and

file

maintenance

skills

Ability

to

use

software

to

develop

spreadsheets

and

databases,

and

do

word

processing

Ability

to

follow

verbal

and

written

instructions

Ability

to

perform

a

variety

of

tasks,

often

changing

assignments

on

short

notice,

with

some

direction

Effective

organizational,

communication,

and

interpersonal

skills

Major

Responsibilities

and

Duties:

Records,

Reports,

and

Correspondence

1.

Provide

general

clerical

support,

including

word

processing,

data

entry,

filing,

and

file

maintenance.

2.

Assist

with

the

registration

of

new

students,

including

requesting

and

sending

student

records,

entering

student

data,

and

ensuring

completeness

of

records.

3.

Process

changes

and

student

schedule

adjustments.

4.

Maintain

complete

and

accurate

student

records,

including

test

scores

and

final

grades

on

permanent

records.

5.

Compile,

maintain,

and

file

all

reports,

records,

and

other

documents

as

required.

6.

Receive

incoming

calls,

take

reliable

messages,

and

route

them

to

appropriate

staff.

Other

7.

Receive,

distribute,

and

ensure

security

and

confidentiality

of

testing

materials.

8.

Maintain

the

college

information

library

and

help

students,

parents,

and

teachers

find

information

about

testing,

scholarships,

and

college

materials.

9.

Maintain

confidentiality.

10.

Perform

all

other

duties

as

assigned.

Supervisory

Responsibilities:

None

Mental

Demands/Physical

Demands

Environmental

Factors:

Tools/Equipment

Used:

Standard

office

equipment,

including

a

personal

computer

and

peripherals

Posture:

Prolonged

sitting;

occasional

bending/stooping,

pushing/pulling,

and

twisting

Motion:

Repetitive

hand

motions,

frequent

keyboarding,

and

use

of

a

mouse;

occasional

reaching

Lifting:

Occasional

light

lifting

and

carrying

(less

than

15

pounds)

Environment:

Work

irregular

hours;

occasional

prolonged

hours

Mental

Demands:

Work

with

frequent

interruptions;

maintain

emotional

control

under

stress;

maintain

confidentiality

This

document

describes

the

general

purpose

and

responsibilities

assigned

to

this

job.

It

is

not

an

exhaustive

list

of

all

responsibilities

and

duties

that

may

be

assigned

or

skills

that

may

be

required.

Reviewed

by

Date

Received

by

Date