Counseling Secretary - Middle School 2025/2026 School Year Start

POSITION SUMMARY: The primary responsibility of the counseling secretary is to provide clerical support for counseling office functions and support counselors in all aspects of their work, including student scheduling procedures. This position handles sensitive and confidential issues, requiring excellent communication skills, understanding of educational and administrative issues, and knowledge of the GBSD organization, operations, policies, and practices.

MINIMUM QUALIFICATIONS
Education, Training, Experience, Licensure and Certification

• Experience Required: Prior job-related experience with increasing responsibility
• Education Required: High school diploma or equivalent
• Licenses, Certifications, Bonding, and/or Testing Required: Criminal Justice Fingerprint Clearance; Current First Aid/CPR Card

Knowledge of:

• Rules and regulations related to assigned functions, record keeping, and standard office equipment
• Customer service principles, protocols, and methods

Skill in:

• Operating standard office equipment as well as computer programs and applications (e.g. email, system applications, word processing, database, spreadsheet, desktop publishing etc.)
• Communicating effectively in English, both verbally and in writing (e.g. correct spelling, grammar and punctuation)
• Understanding and carrying out verbal and written instructions
• Functioning as a self-starter, who works well independently or in a team
• Planning, prioritizing and completing assignments with minimum supervision
• Handling multiple projects, tasks, and deadlines simultaneously
• Developing effective working relationships with students, staff, and the school community
• Administering first aid
• Interacting with persons of different age groups and cultural backgrounds

ESSENTIAL JOB FUNCTIONS

• Receives and directs students, parents, and guests of the Counseling Office to the appropriate destination

• Maintains and orders all student cumulative records including; requests records, log in records received, maintain log books for all new enrollments, organize and prepare files to send to new school or for archive
• Prepares for student forecasting by preparing course planning guide, creating forecast sheets, corresponding with middle schools, assist with inputting of forecast sheets, keeping records of unforecasted and incomplete schedules and communicating with counselors regarding these students, etc.
• Assist with enrollment of new students during heavy enrollment times
• Coordinate Counseling Office calendar, including making appointments for counselors
• Provide clerical assistance to counselors as needed
• Assist counselors with special recognition, faculty recognition letters,
• Format and produce forms and other documents as designated by counselors
• Assist ordering supplies and maintain equipment for Counseling Office
• Monitor student address changes, affidavits, non-residents (inter-district transfers) and in-district transfers. This will include the input of verification forms from mail in registration.
• Preparation of counseling related mailings
• Preparation of Newsletters
• Oversee and manage student aides (grading, attendance, training, etc.)
• Evaluates situations (i.e., involving other staff, students, parents, the public, etc.) to take appropriate action and/or direct the situation to the appropriate personnel for resolution

OTHER JOB FUNCTIONS:

• Cross-trains in a variety of school functions and assists other personnel as may be required for the purpose of supporting them in the completion of their work activities.
• Shared duties in the Counseling Office include:
  • Assist students, staff, and community
  • Maintain files/filing
  • Assist Administrators when necessary as related to the position
  • Participate in training opportunities as appropriate for the student management system
  • Assists with the transportation needs of students, including walking them to and from the bus, supervision of students on the way to and from the bus, supervision of loading and unloading of busses, arranging for the transportation needs of students.

PHYSICAL REQUIREMENTS:

• Ability to:
  • sit, stand or walk for prolonged periods of time
  • talk and hear conversations in a potentially noisy environment
  • use precise control of fingers and hand movement, often in a repetitive motion such as keyboarding
  • reach for and handle objects
  • use close vision, distance vision, peripheral vision, depth perception and the ability to adjust focus
• Regularly focus on a computer screen
• Bending, stooping, kneeling and lifting and/or moving up to 40 pounds may also be required on occasion.

WORKPLACE EXPECTATIONS

• Maintaining regular and punctual attendance. In case of an absence site and/or district protocol for reporting absences is followed.
• Maintaining appropriate confidentiality regarding information about students, staff, and parents
• Dress in a professional and appropriate manner for the assignment and the work setting
• Exercising prudent judgment
• Utilize District electronic systems and applications only as they apply to the position
• Work independently in the performance of routine duties
• Follow all District policies and work procedures
• Participate in required meetings and trainings related to the position
• If employee is bilingual, interpretation, translating documents, and/or communicating orally in the second language may be requested
• Cultivate and model a respectful working and learning environment

*Applications must be submitted to Frontline Recruiting and Hiring by the closing date in order to be considered for the position. All employees hired by the District into a position not requiring licensure must be fingerprinted and have a criminal history check completed. The cost is $71.50 and is the responsibility of the employee. This employment is considered probationary pending return of the criminal records check from the FBI and Oregon State Police through the Oregon Department of Education.

Gresham-Barlow School District recognizes the diversity and worth of all individuals and groups. It is the policy of this district and the board of education that there will be no discrimination or harassment of individuals or groups in any education programs, activities or employment. Gresham-Barlow provides equal access to individuals with disabilities.