Guidance Secretary

This position will perform administrative tasks in a middle school or high school guidance office. This will include scheduling appointments between students and counselors, keeping accurate student records and organizing visits from college representatives.

Duties may include but not be limited to:

• Assist with student registration days. Assist new parents/students with the enrollment process during the school year and collect forms and documents from parents.
• Assist parents and students with the withdrawal process and notify teachers and staff.
• Assist in updating and maintaining student enrollment data for career and technical education classes. Run data for Report 30A
• Working closely with the Career Center, gathering information and data when needed.
• Compile a list of University, National and local scholarships. Constantly updating the list and communicating to students on available scholarship opportunities through Google Classroom.
• Assist with covering classes due to substitute teacher shortage, meetings or conferences.
• Process and answer phone calls, emails and notes from parents, doctors and substitute teachers regarding student absences. Input information into Skyward.
• Monitor Skyward attendance every period for absences and tardies.
• Call or email teachers regarding discrepancies in student attendance.
• Complete arranged absence forms and submit to principal for approval. Input into Skyward.
• Provide senior absences to principal for senior exemptions.
• Input and verify college visits.
• Print report cards, schedules and progress reports for special education teachers.
• Process daily reports of tardies and absences. Contact parents via email or mail regarding attendance. Forward detentions for excessive tardies/absences to assistant principal.
• Print transcripts, obtain counselor or principal signature, and mail.
• Enter test scores into Skyward. Place test score labels on transcript cards.
• Compile military list and distribute to armed forces offices. Complete forms as requested by military personnel, coordinate military visits.
• Verify past graduate status for employers.
• Maintain parking permits.
• Clean out senior files and withdrawn student files.
• Assist Memorial Scholarship Board with presentation program (optional duty by building).
• Assign lockers and key lock lockers to students.
• Confirm honor roll with guidance counselor due to Skyward not excluding required grades. Publish honor roll. Compile yearly list for end of year awards.
• Complete career and technical funding report (vocational funded classes).
• Print and file graduates transcripts with transcript cards at end of year. Maintain school records in fire proof file cabinets.
• Compile and create “do not disclose lists” for middle and high school students.
• End of year awards: Middle and high school, academics, departmental, school clubs, middle school promotion, etc. Gather information, order plaques, design certificates, design and print programs. Assist in set up for the ceremonies.
• Complete eligibility forms, mass emails to parents, complete other reports as needed for athletic director.
• Assist guidance counselor with verification, distribution, counting and remitting standardized tests.
• Assist probation officer with student information.
• Locate and distribute information in individual students.
• Maintain student aide list.
• Assist treasurer in ordering of books for upcoming school year. Stamp and number books for classrooms.
• Other duties as assigned by principal, guidance counselor, assistant principal or athletic director.

Reports to: Middle/High School Principal

Work Period: 198 days/year

Qualifications: General office skills with computer knowledge. Possession of the desire to help people learn and grow.

Physical/Mental Regularly required to sit, stand, walk, talk, hear, operate a computer, hand-held

Requirements: devices and other office equipment, reach with hands and arms, and must occasionally lift and/or move up to 15 pounds

Job descriptions reflects brief daily, weekly, monthly, yearly responsibilities as Building Guidance Secretary. This list is not limited to job description only, Situations may arise, and extra duties may be required per Board of Trustees, Superintendent, or State Board of Accounts.