Secretary- Guidance

Visa sponsorship is not available

School year 2025-2026

SUMMARY: 

Assists school counselor with administrative tasks such as scheduling, preparing

correspondence, sending notifications, preparing paperwork, and filing; prepares materials for  delivery of classroom lessons, group activities, and thematic displays; collects and compiles data as directed by school counselor; assists counselor with non-licensed testing duties; performs other clerical duties as assigned.

SUPERVISION RECEIVED AND EXERCISED

Receives general supervision from higher level supervisory or management staff.

ESSENTIAL FUNCTION STATEMENTS

The following tasks are typical for positions in this classification.  Any single position may not perform all of these tasks and/or may perform similar related tasks not listed here:

1. Perform a wide variety of responsible secretarial, administrative support and clerical duties for either an assigned school or department and associated staff.
2. Initiate and complete various correspondence, forms, reports, letters, memoranda, newsletters, handbooks and agendas; type from rough draft or verbal instruction; review finished materials for completeness, accuracy, format and compliance with applicable policies and procedures.
3. Screen office and telephone callers; respond to complaints and requests from the general public; take messages or forward calls to appropriate staff.
4. Receive, process, date stamp and distribute mail; respond to routine correspondence according to established guidelines; forward mail to staff as appropriate.
5. Maintain a variety of files, records, logs and data bases including class lists, attendance registers, meeting minutes, mailing lists and various student data.
6. Maintain a calendar of activities and appointments for the area of assignment; set up and coordinate meetings, appointments and various events; distribute yearly calendars for meetings as appropriate.
7. Attend a variety of meetings and special events; prepare and compile agenda packets; take and prepare minutes; disseminate information as appropriate.
8. Monitor expenditures and budgets for various accounts; provide input regarding budget decisions.
9. Maintain and order office supplies; prepare purchase orders and requisitions; assign appropriate accounting codes to all invoices.
10. Operate a variety of office equipment including copiers, facsimile machine and computer; input and retrieve data and text; organize and maintain disk storage and filing.
11. Perform related duties and responsibilities as required.

QUALIFICATIONS   Knowledge of:

Business letter writing and basic report preparation techniques.  Modern office procedures, methods and computer equipment.  Principles and procedures of record keeping.  Methods and techniques of proper phone etiquette.  Methods and techniques of public relations.

Basic principles and practices of human resources.  Methods and techniques of processing payroll.  Basic mathematical principles.  English usage, spelling, grammar and punctuation.

Pertinent federal, state and local laws, codes and regulations.  

Ability to:

Perform a wide variety of responsible secretarial, administrative support and clerical duties.

Understand the organization and operation of the area of assignment as necessary to assume assigned responsibilities.  Independently prepare correspondences and memoranda.

Type at a speed necessary for successful job performance.  Prepare clear and concise reports.  Operate modern office equipment including computers and supporting word processing applications.  Implement and maintain standard filing systems.  Maintain confidential records and reports.  Maintain a calendar of activities and appointments within the area of assignment.  Make mathematical calculations quickly and accurately.  Understand and carry out oral and written instructions.  Communicate clearly and concisely, both orally and in writing.  Establish and maintain effective relationships with those contacted in the course of work.  

Education and Experience Guidelines

Any combination of education and experience that would likely provide the required knowledge and abilities is qualifying.  A typical way to obtain the knowledge and abilities would be:

Education:  Equivalent to the completion of the twelfth grade supplemented by specialized secretarial training.

Experience:  Three years of increasingly responsible secretarial and clerical experience.

PHYSICAL DEMANDS and WORKING CONDITIONS

The physical demands herein are representative of those that must be met by an employee to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform these essential job functions.

While performing the duties of this job, the employee is regularly required to stand, walk and sit.  The employee is occasionally required to stoop, kneel, crouch or crawl.  The employee occasionally lifts and/or pushes up to 50 lbs.  Specific vision abilities required by this job include close vision, distance vision, and depth perception.  The noise level in the work environment is usually moderate to loud.

$19.65 Starting Hourly rate

1.00 FTE- 8 hour shift, 40 hour week

198 work contract- August 2025 to May 2026 

Salary : $20