High School Counseling Secretary

Preferred Qualifications:

• Post-High School education with at least three years of office experience
• Excellent business, communication, organizational, and public relations skills
• Excellent computer skills including word processing and data management (Microsoft Office, Google, Infinite Campus, Adobe Pro)
• Open to learning new technology

Reports Directly To: Building Principal

Job Summary:

The work in this position involved performing varied secretarial and clerical tasks for the High School Counseling Office. This position is full-time and works eight (8) hours per day, year-round.

Essential Job Functions:

• Serves as receptionist for the Counseling Office and greets students, staff members, and adult visitors
• Sets up appointments for counselors through You Can Book Me
• Takes messages and supplies requested information or refers calls to the proper staff member
• Sends transcripts of present and past students to colleges, places of employment, etc. Sends records of students transferring to another High School, and requests records of students transferring in from another High School; also the Selective Service Registrar
• Assists with sorting and distributing counseling mail.
• Orders office supplies and all special forms and materials to be printed for the counseling department
• Updates the online Course of Study Bulletin
• Change of enrollment: onboarding/offboarding protocol
• Types and sends correspondence, letters to parents, etc. for the five counselors as requested
• Files cumulative folders, correspondence, deficiency reports, etc. and maintains files of other office records
• Writes announcements at the request of counselors and submits to the office for inclusion in daily announcements and newsletter
• Organizes, prepares and distributes information regarding PSAT,ASVAB, Advanced Placement
• Organizes and sets up tours for new students
• Maintains the records for the laude system
• Assists counselors by double checking students’ graduation requirements including credits, civics test, health and service projects
• Schedules student conferences with counselors, calls students for all counselors as requested and assists students in seeing the correct counselor
• Assists students, faculty and parents in finding career and college information in Xello
• Maintain Xello records
• Assist with ACP lesson management and data gathering
• Keep Parchment computer program up to date in sending transcripts
• Notifies students and parents regarding Awards Night and assist with Awards Night
• Distributes scholarship information and loan forms and maintains the online scholarship list
• Has responsibility for getting homework for students who are not in school due to illness, hospitalization
• Distributes survey of current year graduating class to determine educational and/or vocational status; inputs information into computer
• Scheduling liaison between students and School Based Mental Health Providers which may include attendance, sending passes etc.
• Ethically maintains the district's standards relative to confidentiality of information regarding students' social-emotional, academic, and career-related concerns.
• Uses good judgment in making decisions in accordance with regulations, ordinances, laws, and established District policies
• Rollover grades at the end of each semester, verify all grades are input into Infinite Campus
• Enter in Rising Phoenix grades each semester
• Maintain accurate records including grades, classes, credits etc
• Reserving building spaces for meetings
• Prepare any announcements for social media advertising programs
• Assist with the building of the master schedule in Infinite Campus, creating class sections etc.
• Input & update course standards & grade calculation preferences in Infinite Campus
• General Office Team duties as assigned
• Performs other duties as assigned

Functional Job Analysis and Descriptions:

Language Skills – The ability to read and write routine reports and correspondence, interpret documents such as computer operating manuals, technical assessment reports, and policy and procedure manuals. The ability to speak effectively before public groups and employee groups.

Mathematical Skills – Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference and volume. Ability to apply concepts of basic algebra and geometry.

Reasoning Ability – Ability to apply common sense understanding to carry out detailed written or oral instructions as well as instructions in diagram or schedule form. Ability to deal with problems involving a variety of concrete variables in situations where only limited standardization exists.

Other Skills and Abilities – Must have excellent communication, computer and interpersonal skills. Must have the ability to learn and utilize new software programs as systems are upgraded. The ability to maintain complex clerical records and prepare reports from such records. Typing is required with good grammatical spelling and punctuation. Ability to develop effective working relationships with students, staff, and the school community. Ability to communicate clearly and concisely, both orally and in writing. Ability to effectively attend to multiple tasks at one time while maintaining a calm disposition. Ability to perform duties with awareness of all district requirements and Board of Education policies. Ability to work under stressful conditions. Ability to deal with the public tactfully and courteously and to work harmoniously with other employees. Must be able to pass a words per minute typing test during the interview process. Ability to maintain rapport with a vast array of students while remaining kind and non judgmental.

Physical Demands - The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit and talk or hear. The employee frequently is required to walk and use fingers, office tools and controls. The employee is required to ascend and descend flights of steps while carrying up to 20 pounds. The employee must frequently lift and/or move up to 20 pounds. The employee is occasionally required to stand and reach and/or sit and reach with hands and arms. Specific vision abilities required by this job include close vision (such as to read smaller font typed material), color vision and depth perception.

Work Environment –The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually quiet to moderate with some exposure to loud noise.

The information contained in this job description is for compliance with the American with Disabilities Act (A.D.A.) and is not an exhaustive list of the duties performed for this position. Additional duties are performed by the individuals currently holding this position and additional duties may be assigned.

Job Type: Full-time

Pay: $17.91 - $24.42 per hour

Benefits:

• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday

Work Location: In person