BENNINGTON PUBLIC SCHOOLS

JOB DESCRIPTION

High School Guidance Counselor Secretary

GOAL: The job of the High School Guidance Counselor Secretary is responsible for clerical and organizational tasks to help meet the district, state and federal requirements relating to the High School Guidance program.

QUALIFICATIONS:

• High School Diploma. Previous secretarial experience beneficial.
• Organizational skills, word processing skills, ability to operate office machines such as computer, fax and copy machine.
• Knowledge of software applications, such as word processing, spreadsheets, and SIMS.
• Professional, personable, and welcoming.
• Ability to maintain confidentiality and professionalism in interacting with staff, public, parents and Board Members.

REPORTS TO: Principal and/or Assistant Principal

SUPERVISES: May occasionally supervise students.

TERMS OF EMPLOYMENT:

• 190-day position same schedule as students with some additional time for training.
• Salary range is based on secretary scale with an average 40 hour week.
• Benefits include single health and dental insurance, LTD and paid sick leave

EVALUATION: Performance of this job will be evaluated in accordance with provisions of the Board’s policy on Evaluation and Support Services Personnel.

PERFORMANCE RESPONSIBILITIES:

The High School Guidance Counselor Secretary will provide clerical support related to student counseling and work with confidential information at the high school site. He/She will assist the school guidance counselors with scheduling, records, special events, and individual or group appointments.

• Provide professional and courteous verbal and written communication by answering phone calls, taking messages, forwarding of messages, and screening of calls
• Provide clerical support related to student counseling
• Maintain confidential information, paper and electronic records, adhering to district guidelines
• Process and sort communication, editing and/or composing general letter responses.
• Maintenance of the High School Guidance Program calendar
• Perform responsibilities assigned by Principal/Assistant Principal or High School Guidance Counselors.
• Pick-up and delivery of office mail.
• Relay all happenings/concerns/needs to the High School Guidance Counseling team.

General Duties:

• Manage day to day office activities by performing usual office routines and practices associated with a productive and efficient office.
• Attends meetings, workshops and seminars for the purpose of recording the minutes; coordinating materials distribution and/or supporting the needs of other attendees.
• Coordinates a variety of activities for the High School Guidance Program (e.g. meetings, receptions, luncheons, workshops, travel/accommodations, etc.) for the purpose of ensuring availability of facilities and/or equipment and delivering services in conformance to established guidelines.
• Assists other personnel as may be required (e.g. School Secretary, Principal, teachers, etc.) for the purpose of supporting them in the completion of their work activities.
• Evaluates potentially hostile situations (e.g. involving staff, students, the public, etc.) for the purpose of taking appropriate action and/or directing to appropriate personnel for resolution.
• Maintain documents, office files and records for the purpose of providing up-to-date reference and audit trail for compliance with district, local, state and federal regulations.
• Prepares written materials (e.g. reports, memos, letters, etc.) for the purpose of documenting activities, providing written reference and/or conveying information.
• Responds to a wide variety of calls, concerns and/or complaints for the purpose of resolving problems, providing information and/or referring to appropriate personnel.
• Complete training in CPR, AED and First Aid.
• Monitor office and Sign In/Out logs for students/visitors.
• Maintain confidentiality and loyalty to employer.
• Promote a positive image of the District at all times.
• Maintains regular attendance

Job Requirements: Minimum Qualifications

Skills, Knowledge and Abilities

SKILLS are required to perform multiple, non-technical tasks with a need to periodically upgrade skills in order to meet changing job conditions. Specific skills required to satisfactorily perform the functions of the job include: operating standard office equipment including pertinent software applications; planning and managing projects; preparing and maintaining accurate records.

KNOWLEDGE required to satisfactorily perform the functions of the job includes: school district operations and philosophy; concepts of grammar and punctuation.

ABILITY is required to schedule a significant number of activities, meetings, and/or events; routinely gather, collate, and/or classify data; and use basic, job-related equipment. Flexibility is required to independently work with others in a wide variety of circumstances; analyze data utilizing a variety of complex processes; and operate equipment using defined methods. Ability is also required to work with a significant diversity of individuals and/or groups; work with data of widely varied types and/or purposes; and utilize specific, job-related equipment. In working with others, problem solving is required to identify issues and create action plans. Problem solving with data requires analysis based on organizational objectives; and problem solving with equipment is limited. Specific abilities required to satisfactorily perform the functions of the job include: adapting to changing work priorities; communicating with diverse groups; maintaining confidentiality; meeting deadlines and schedules; setting priorities; working as part of a team; working with constant and sustained interruptions; working with detailed information/data.

Responsibility

Responsibilities include: working independently under broad organizational guidelines to achieve unit objectives; directing other persons within a small work unit; and supervising the use of funds. Utilization of significant resources from other work units is sometimes required to perform the job's functions. There is a continual opportunity to significantly impact the Organization’s services.

Essential Functions

The essential functions of the attendance administrative assistant position include: (1) regular, dependable attendance on the job; (2) the ability to perform the identified tasks and to possess and utilize the identified knowledge, skills and abilities to perform the identified work activities; and, (3) the ability to perform the identified physical requirements as outlined in working environment.

Working 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.

While performing the duties of this job, the employee is required to lift and pull or push articles up to 50 pounds. He/she sits most of the time but must walk frequently and, at times, stand. The employee is required to reach with his/her hands and continuously to repeat the same hand, arm, or finger motion many times as in typing. Manual and finger dexterity are essential to the job. He/she is constantly working to meet deadlines with severe time restraints. He/she must see and read fine print such as typed or handwritten materials and have good depth perception (fine muscle control). The employee must, also, be able to hear conversation in a noisy environment and to communicate clearly and concisely through speech.

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The information contained in this job description is for compliance with the Americans with Disabilities Act (ADA) 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.

• Limited travel may be requirement to fulfill the requirements of this position. District required travel must be pre-approved by an immediate supervisor and will be reimbursed per district policy.

• Employees are expected to perform all assigned duties and work all scheduled hours during each designated workday, unless the employee has received approved leave. Overtime may be required and must be approved by the direct supervisor.

Over time is paid at time and a half for over 40 hours per week.