Job Skills and Knowledge: Modern office practices and procedures. Computers, including word processing, publication, and spreadsheet software programs. Modern office equipment. Providing exceptional customer service to staff and students.
Exhibiting attention to detail. Multitasking. General bookkeeping, organizing and filing. Planning and organizing work.
Strong interpersonal and communication (written and verbal) skills. Demonstrate enthusiasm and interpersonal skills to relate well with students, staff, administration, parents and the community, including difficult and emotional situations. Maintain calm demeanor in a stressful environment. Exhibit strong attention to detail.
Communicate effectively in English, both orally and in writing, using proper grammar and vocabulary. Exhibit independent judgement in the interrelation and application of standard practices and procedures. Learn and interpret rules, regulations, laws, instructions and procedures. Compile information from various sources and prepare basic and standard reports.Duties and Responsibilities: Under limited supervision and personal initiative, perform standard and advanced secretarial tasks.
Position requires thorough knowledge of practices and procedures of the school as well as District practices and policies. Maintain confidential files and reports. Use computer hardware and software in performing assigned tasks. Maintain student activity funds.
May make procedural decisions in supervisors absence. Supervise clerical aide assigned to office. Process purchase orders for school. Greet visitors and perform any task needed by supervisor.
Assist administration and/or guidance with projects. Securely maintain cumulative records on all students in accordance with District policy and all applicable laws. Record all test data in appropriate locations and maintain data files. Prepare documents of communication as directed by the principal or counseling center department head.
Schedule college and university representatives for student interviews/visits. Maintain files on scholarships, dual enrollment, alternative learning opportunities and other essential material as applicable. Serve as point person on local scholarships. Distribute essential material to students and parents.
Inventory departmental supplies and material; submit requisitions for orders as necessary. Maintain on departmental budget files. Ensure timely distribution of mid-term and term-end grade reports. Assist parents and teachers to establish conferences.
Serve as receptionist to counseling center. Receive and place telephone calls to appropriate persons. Purge student folders as required and store and/or transfer folders as requested in accordance with District policies and laws. Register new students.
Collect fees relative to standardized tests as applicable. Process mail as necessary for counselors. Assist with graduation ceremonies as necessary with updated student lists, diplomas, and awards, as applicable. Prepare registration material for incoming learners.
Maintain strict confidentiality of student records and data. Maintain strict confidentiality of student issues, concerns, and visits in accordance with District policies and laws, as outlined by ethical standards of school counseling. Maintain sign-up list for drivers education; after successful student completion, add course to student transcripts. Proofread correspondence and advertisements on the behalf of school counselors.
Perform other tasks consistent with the goals and objectives of the position.Working Environment: Work is generally performed in an office. This position is subject to a significant volume of work that requires adherence to deadlines and workload goals which may be stressful and create pressure to meet goals and deadlines.