Guidance Secretary

Job Title: Guidance Secretary
Location: Thomasville High School
Reports To: School Principal 

Position Overview:
The Guidance Secretary plays a vital role in the management of school records and the smooth operation of the Counseling Office. This position involves maintaining accurate student records, handling record requests, and providing administrative support to the counseling department. The successful candidate will work collaboratively with counselors, administrators, and staff to ensure the efficient operation of school processes, including enrollment, attendance, academic inquiries, and various counseling-related tasks.

Key Responsibilities:

1. Maintaining School Records
• Accurately maintain and update student records, ensuring all required documentation is complete and up-to-date.
• File and organize student records in both physical and digital formats to ensure easy access and compliance with school policies.
2. Handling Record Requests
• Process and respond to requests for student records, including academic transcripts, attendance records, and other documentation, in a timely and professional manner.
• Communicate with external institutions, such as colleges and other schools, regarding student records and transcript requests.
3. Managing New Student Records
• Assist with the intake and processing of new student records during enrollment.
• Ensure that all required documents are collected, organized, and entered into the school’s database.
4. Responding to Attendance and Academic Requests
• Assist parents, students, and staff with attendance-related inquiries and provide necessary documentation.
• Respond to requests for academic records, grade reports, and other related academic documentation.
5. Assisting Counseling Office Staff
• Provide administrative support to the school counselor, including scheduling meetings, maintaining appointment calendars, and assisting with communication.
• Assist in organizing and maintaining files related to student counseling services and referrals.
6. Maintaining Counseling Office Records
• Ensure that all counseling records are accurately documented, stored, and kept confidential in accordance with district and legal guidelines.
• Organize and track student progress in counseling programs, including college and career readiness activities.
7. Enrollment Process for New Students
• Facilitate the enrollment process for new students, including gathering necessary documents, entering data into the school’s enrollment system, and coordinating with other departments.
• Ensure the proper creation of student schedules and any necessary adjustments or accommodations.
8. Professional Communication
• Communicate effectively and professionally with students, parents, staff, and outside agencies in person, via email, and by phone.
• Maintain confidentiality of sensitive information in accordance with FERPA (Family Educational Rights and Privacy Act) and other privacy regulations.
9. Other Administrative Tasks
• Assist with general office tasks, including answering phones, responding to emails, filing, and other duties as needed.
• Support administrative staff with special projects or initiatives as assigned by the principal or counselor.

Qualifications:

• Education: High school diploma required; Associate’s or Bachelor’s degree preferred.
• Experience: At least 2 years of experience in an administrative or office assistant role, preferably within a school or educational setting.
• Skills:
• Strong organizational and multitasking skills.
• Proficiency in office software (Microsoft Office Suite, Google Workspace, etc.).
• Experience with student information systems (SIS) preferred.
• Strong attention to detail and accuracy.
• Ability to maintain confidentiality and handle sensitive information responsibly.
• Excellent written and verbal communication skills.

Physical Requirements:

• Ability to sit for extended periods.
• Ability to lift and carry office supplies and files as needed (up to 25 lbs).
• Ability to operate office equipment such as phones, copiers, and computers.

Working Conditions:
This is a full-time, in-person position during regular school hours. The role may require occasional additional hours for special projects or events.

DISCLAIMER 

The preceding job description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees to this job.