High School Guidance Office Secretary

Job Summary:

• Provide administrative support to the supervising administrator in a manner that is professional, diplomatic, and complies with confidentiality requirements.

Specific Job Functions:

• Mail and maintain records of all student recommendations and transcripts, including present students and graduates; and maintain student records and transfer of such records to other schools and files.
• Schedule visits from the college representatives and military personnel and make appointments with students and parents with the Counselor.
• Assist with scheduling using current scheduling software, collect and process all scheduling requests for next year, and update course selection sheets and curriculum guides.
• Assist with standardized testing to include, preparing materials, assisting on test days and preparing completed materials for shipment.
• Collect and organize all scholarship applications.
• Enter PIMS data as required by law.
• Communicate deadlines for all grades reporting to professional staff.
• Collaborate with Assistant Principal in regards to student’s attendance and welfare.

Essential Functions:

• Ensure the smooth and efficient operation of the office;
• Perform receptionist/clerical duties including but not limited to answering phones and directing calls; greeting and assisting visitors; opening, processing and distributing mail; typing forms, letters, reports, correspondence, memos; screen callers, assist and address concerns for parents regarding attendance issues;
• Assist with the development and implementation of the budget as directed by the supervising administrator;
• Assist the supervising administrator in preparation of documents for presentations and meetings;
• Assist district staff and other stakeholders by providing administrative support functions as directed by the supervising administrator;
• Assist with clerical functions relating to student issues at the direction of the supervising administrator;
• Maintain confidential records and data as directed;
• Responsible for attendance, enrollment and transfer records;
• Prepare for school opening and closing as directed by the supervising administrator;
• Coordinate with stakeholders to provide adequate instructional coverage;
• Update and maintain building use calendar as directed;
• Serve as a positive role model for students in all aspects of performance, demonstrating pride in the honorable profession of public education;
• Maintain efficient and well organized electronic and paper data collection and filing systems, including confidential student and personnel files;
• Arrange appointments and maintain a schedule for the counselors or designee and assigned staff/students;
• Make announcements and operate the school intercom systems;
• Assist the counselors or designee in the preparation of reports and documents by creating graphics and displays, using word processing and data management, creating an attractive presentation, copying, collating, and distributing final products.
• Create forms, and compile and organize data and information necessary for the efficient operation of the office, the completion of required district and State data collections, and the completion of the Principal’s responsibilities. Complete all required monthly and year end reports in a timely fashion;
• Order and maintain office supplies;
• Perform secretarial and clerical tasks of a varied nature. Many tasks will require a thorough knowledge of the rules and regulations of the school and school system and the frequent exercise of independent judgment within the scope of the authority granted by the Principal;
• Perform other duties as assigned.

Physical Demands:

• Ability to reach above and below the waist;
• Ability to use both hands for repetitive motion;
• Ability to lift/carry supplies weighing no more than 30 lbs.;
• Ability to sit or stand for long periods of time during the workday.

Competencies:

• Strong verbal, interpersonal, and written expression skills;
• Effective colleague, parent and student communication skills;
• Problem-solving skills and technology proficiency;
• Must possess technology skills;
• Must possess general office/secretarial skills;
• Ability to operate office equipment;
• Must appropriately handle confidential information;
• Must be cooperative, congenial and service oriented;
• Must possess excellent interpersonal skills;
• Must be able to work in an environment with frequent interruptions;
• Able to make judgments and work under high levels of stress.

Education and Experience:

• High school diploma or equivalent is required;
• Proficiency and accuracy in typing of 50 words per minute;
• Must possess experience and knowledge of secretarial skills;
• Must possess organizational skills;
• Other education/experience as accepted by the school board and administration.

Additional Requirements:

• Assist with student needs as appropriate;
• Monitor secure access of building;
• Monitor the transportation communication system;
• Participate in meetings, workshops and conferences as required;
• Support public education and student achievement;
• Must demonstrate extreme flexibility, provide excellent communication, and follow directives issued by supervisors.

Approvals / Additional Supervisors: Superintendent of Schools

Pay: $23.46 per hour

Benefits:

• Dental insurance
• Health insurance
• Paid time off
• Retirement plan
• Vision insurance

Work Location: In person