Secretary - Guidance/Athletics - WMS

Middle School Counselor/Athletic Secretary - Job Description

Reports to: Principal

Employment Type: Classified

FLSA Status: Non-Exempt

Contract Length: 205 Days, 5.75 Hours per day

Position Summary

Provide clerical, organizational, and student-support services for the middle school counseling office. Serve as a first point of contact for students, families, and staff while maintaining accurate records, supporting attendance processes, and helping ensure a safe, calm, student-centered office environment.

Essential Duties and Responsibilities

• Provide daily secretarial support to the school counselors and counseling office functions, under the direction of the principal.
• Support student supervision in and around the counseling office, including monitoring student flow, managing sign-in and sign-out procedures, and maintaining appropriate boundaries and expectations.
• Assist with attendance monitoring, including reviewing daily attendance reports, tracking patterns, communicating concerns to appropriate staff, and maintaining accurate records.
• Call parents and guardians as needed regarding attendance issues, schedule changes, missing documentation, student messages, and other school related communication.
• Maintain counseling office calendars, appointments, and student meeting schedules; coordinate space and timing for confidential meetings as needed.
• Prepare, process, and file student records and counseling documentation with a high degree of confidentiality and accuracy.
• Support student scheduling tasks as assigned, including course request collection, schedule updates, communication of changes, and coordination with teachers and administration.
• Assist with student enrollment, withdrawals, and transfers by gathering required documentation, updating records, and communicating with families and sending or requesting records as appropriate.
• Support school counseling programming logistics, including small-group scheduling, parent night events, career and college activities, testing coordination support, and distribution of materials.
• Manage incoming calls, emails, and in-person visitors for the counseling office; route questions to appropriate staff and provide accurate information within role and confidentiality guidelines.
• Maintain office systems for forms, correspondence, files, and student documents; order supplies and keep materials organized and ready for use.
• Enter and update data in the student information system and other platforms, including attendance notes, contact documentation, and student information updates, as assigned.
• Communicate professionally with students, families, staff, and outside agencies; document contact attempts and outcomes when required.
• Assist with crisis or urgent student situations by notifying appropriate staff, maintaining a calm office environment, and following building safety and response procedures.
• Collaborate with the main office and other support staff to ensure smooth school operations, including providing coverage or assistance during peak times.
• Perform other duties as assigned by the principal that support student services and building operations.

Required Knowledge, Skills and Abilities

• Strong interpersonal skills and a student-centered, service-oriented approach.
• Ability to work effectively with middle school students, including supporting appropriate behavior and de-escalation in an office setting.
• Strong organizational skills, attention to detail, and ability to manage frequent interruptions while maintaining accuracy.
• Ability to handle confidential information with discretion and professionalism, including compliance with FERPA and district expectations.
• Effective written and verbal communication skills, including professional phone and email communication.
• Proficiency with office technology, including Google Workspace or Microsoft Office, phone systems, copiers, and data entry.
• Ability to learn and use student information systems and related platforms, Skyward experience preferred.
• Ability to prioritize tasks, meet timelines, and follow established procedures with minimal supervision.

Qualifications

• High school diploma or equivalent required.
• Previous secretarial, school office, or student services experience preferred.
• Experience working with children and families is preferred.

Physical Demands: Must be able to talk, hear, sit, stand, walk, and use hands to handle objects. Occasionally required to lift and/or move up to 20 pounds. Vision abilities required include close vision, distance vision, and the ability to adjust focus.

Work Environment: The work environment is a standard office setting with moderate noise levels.

Terms Of Employment: Length of school year and salary determined by the Wawasee Community School Corporation School Board.

Evaluation: Performance evaluation will be conducted according to the school district’s policies and guidelines.