Counseling Services Support Clerk

Position Type:
Student Support Services/Counseling Services Support Clerk
Date Posted:
12/14/2023
Location:
Pennsylvania - Any CCA Family Service CenterPosition Description
Counseling Services Support Clerk
Position Summary
Working from within and reporting to one of our Family Service Centers in Pennsylvania, the Counseling Services Support Clerk will provide administrative assistance to CCA Counselors with regard to tasks, appropriate communication, and record keeping/tracking. This position will be responsible for handling various processes to enable the counseling staff to better serve learners and families and ensure that appropriate attention can be devoted to developing and fostering positive rapport with families and other CCA staff.
Responsibilities:

• Work closely with Phillips Managed Support Services in supporting the counseling department on tasks such as collecting and entering student academic records into CCA systems.
• Provide communication assistance to counseling staff in requesting and obtaining records once initial requests have been made without success by Phillips and Counselors. Assist in verifying transcripts for newly enrolled students from their previous school or home school records and ensure accurate information is entered into OnBase and PowerSchool for the CCA transcript.
• Work closely with counseling staff in the placement and scheduling process of newly enrolling students to include initial scheduling and sectioning into courses. Communicate with counseling staff as new academic records are received for students in which potential grade level or course changes may be needed. Assess total credits earned by a student, then preview and recommend the initial/appropriate grade using the Grade Level Progression Matrix. Communicate with counselors regarding discrepancies or updates to original/initial recommendations.
• Update appropriate fields within OnBase for returning 8th grade students promoted to 9th grade.
• Stay up-to-date with CCA academic course codes, PowerSchool processes, and other data as needed.
• Keep abreast of all CCA promotion/retention requirements, including high school graduation requirements and special requirements such as high school graduation projects and state testing, and communicate this information to families when necessary. Serve as one of the points of contact for the Counseling Department to communicate with current and potential families on standard information of CCA's programing, courses, graduation information, and events in order to provide answers or help in connecting them directly with an appropriate CCA staff member who is able to assist the family.
• Supporting Counselors in documenting and tracking the completion of ACT 158 requirements.
• Sharing information on students with IEP and 504 Teams for meetings and graduation planning.
• Report and refer critical incidents that jeopardize student well-being as obligated by law, administrative regulations, or ethical standards. Stay abreast of all state regulations relating to incident reporting and documentation.
• Other duties as assigned.

Requirements:

• Strong technology skills (especially with Microsoft Office products)
• Excellent communication skills, both oral and written
• Demonstrated ability to build and maintain positive rapport with students, families, and colleagues. Family and student focused approach.
• Self-motivated
• Excellent attention to detail, organizational, and time-management skills.
• High degree of flexibility
• Team player
• Demonstrated ability to work well in fast-paced environment
• Willingness to travel on occasion for marketing and state testing events (may require occasional overnight travel)

Work Environment
This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.
Physical Demands
This is largely a sedentary role. Requires the ability to lift, squat, sit, bend or stand as necessary. Ability to travel to other sites/locations as needed.
Position Type

• Full-time (12 month)
• Non-Exempt
• Hourly

Travel

• Light travel may be required for this position.
• Valid PA Driver's License and appropriate Automobile Insurance Coverage if utilizing a CCA vehicle for travels

Required Education and Experience

• 3 years of relevant work experience

Preferred Education and Experience

• 5 years of relevant work experience
• School Counseling Department experience

Other Duties
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.
Commonwealth Charter Academy is an equal opportunity employment, educational and service organization.