Job Title:                  Admin. Assistant I, Counselor

Wage/Hour Status:  Non-Exempt

Reports to:               Campus Principal/Counselors

Pay Grade:                Clerical/Technical 3

Dept./School:           Assigned Campus

Date Revised:           4/10/2025

Primary Purpose:

Under moderate supervision provide routine clerical support for the efficient operation of the school counseling office and professional staff. Maintain current and accurate confidential student records.

Qualifications:

Education/Certification:

High school diploma or GED

Knowledge of general office procedures

Proficient keyboarding and file maintenance skills

Ability to use software to develop spreadsheets and databases, and do word processing

Ability to follow verbal and written instructions

Ability to perform a variety of tasks often changing assignment on short notice with some direction

Effective organizational, communication, and interpersonal skills

Experience:

Two years clerical/secretarial experience, preferably in public education

Major Responsibilities and Duties:

Records, Reports, and Correspondence

1. Provide general clerical support, including word processing, data entry, filing, and file maintenance. Prepare correspondence, transcripts, requisitions, forms, presentations, and/or reports as needed.
2. Prepare documents and lists for honor roll, awards assemblies, and other student recognition programs.
3. Record student information, including test scores and final grades, on permanent records.
4. Create new student files and ensure completeness of records.
5. Assist with the registration of new students, including requesting and sending student records, setting up cumulative folders, and entering student data into appropriate databases or computer programs.
6. Assist with processing changes and adjustments to student schedules.
7. Assist Attendance Clerk in collection and entering attendance and PEIMS data into established database and verify accuracy of data according to established procedures.

Reception and Phones

1. Greet and direct visitors, assist students, teachers, and parents as needed.
2. Receive incoming calls, take reliable messages, and route to appropriate staff.
3. Assist counselors with scheduling of meetings and appointments.

Other

1. Receive, distribute, and ensure security and confidentiality of testing materials.
2. Maintain college information library, and help students, parents, and teachers find information about testing, scholarships, and college materials.
3. Assist in receipt and distribution of student materials including homework requests.
4. Receive, sort, and distribute mail, messages, documents, and other deliveries.
5. Maintain confidentiality.

Supervisory Responsibilities:

None.

Working Conditions:

Mental Demands/Physical Demands/Environmental Factors:

Tools/Equipment Used: Standard office equipment including personal computer and peripherals

Posture: Prolonged sitting; occasional bending/stooping, pushing/pulling, and twisting

Motion: Repetitive hand motions; frequent keyboarding and use of mouse; occasional reaching

Lifting: Occasional light lifting and carrying (less than 15 pounds)

Environment: May work prolonged or irregular hours

Mental Demands: Work with frequent interruptions; maintain emotional control under stress

This document describes the general purpose and responsibilities assigned to this job and is not an exhaustive list of all responsibilities and duties that may be assigned or skills that may be required

Salary : $17 - $23