Guidance Department Secretary

TITLE: HIGH SCHOOL GUIDANCE DEPARTMENT: SECRETARY

REPORTS TO: High School Principal

EMPLOYMENT STATUS: Regular, full-time

Admin. 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.
• Train and supervise student workers to perform other tasks in the Guidance office as needed.
• 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.

QUALIFICATIONS:

• High School diploma.
• Post high school education preferred.
• Alternate to these qualifications as the Superintendent and/or Board of Education may find appropriate.

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.

NOTE: The above lists may not be ranked in order of importance.

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