School Counselor Secretary

Position: School Counselor Secretary
2025-2026 School Year at Woodridge High School Grades 9-12
Fulltime position with benefits
202 day contract, 7.5 hrs. per day
Starting salary $18.89
Experience preferred

JOB GOAL:
To assist the building principal by providing secretarial support, displaying good judgment and maintain a professional demeanor, and present a positive image for the school in all interpersonal relations.
 
QUALIFICATIONS:

• High School Diploma or equivalency
• Proficient in secretarial skills
• Proficient in the use of computers and word processing software
• Previous secretarial experience preferred

KNOWLEDGE, SKILLS AND ABILITIES:
Proficient in the use of Microsoft Word/Excel/Google, know how to use the copy machine, fax machine, telephone system and other office equipment, be able to produce data/files, create databases/spreadsheets as needed, maintain mailing list, and run mailing labels as needed in a prompt and efficient manner.  Ability to use state software to enter data required for each student.  Ability to maintain confidences at all times and to know the confidentiality guaranteed by the Family Rights and Privacy Act.  Be able to use effective oral/phone communication skills and maintain a helping/cordial personality when interacting with staff, students, and parents. 
 
PERFORMANCE RESPONSIBILITIES:
The individual in this assignment must discharge all delegated responsibilities in a manner, which is consistently in accord with the policies adopted by the Board of Education.  Work related to the performance responsibilities listed below may be assigned by the Guidance Counselors, Principal, Assistant Principal, EMIS Coordinator, or Superintendent.  Work shall include, but not be limited to those tasks listed below.
 
Essential Functions: May include, but not be limited to those tasks listed below:
                                                                                               
1.   Serve as receptionist by:                                               

• Answering Guidance main phone line, taking messages, forwarding calls, assisting callers professionally and appropriately
• Assisting and greeting visitors to the Guidance Department, interact with students and adults, issue passes, address issues professionally and expediently
• Assisting students for the clinic staff, assisting students and contacting the nurses when needed

2.  Serve as office manager by:

• Maintain and manage the PTCFast.com website, updating teacher data as needed, processing payment invoices to Accounts Payable yearly, update conferences and launch/unlaunch, as needed, running data reports, assisting teachers with issues
• Hire office helpers to assure every period of the day is covered, manage attendance for office helpers during assigned period, assure office helpers are being professional at all times
• Maintain inventory of supplies for the Guidance Department, order supplies when needed, processing purchase orders to accounts payable
• Update and share Guidance Conference Room calendars, assist with reservations, as  needed
• Manage any Guidance copier issues, repairs and calls for service.  Order supplies for copier as needed, assure that paper is requested from custodians as needed.
• Organize and maintain all stock forms in Guidance, update information for wall bulletin boards, manage and distribute Guidance mail

3.  Prepare, save, and publish memos, letters, reports, and other correspondence as requested.
 
4.  File and retrieve memos, letters, reports, and other correspondence as requested:

• Produce data/files requested in a prompt and efficient manner.
• Demonstrate an understanding of the confidentiality guaranteed by the Family Rights and Privacy Act.

5.  Assist counselors with student scheduling  

• Use state software to quickly and accurately enter data as needed and requested.
• Use state software to make corrections/ additions to individual student schedules as needed and requested.
• Print and distribute individual student schedules in a timely manner.
• Use state software to run class lists and distribute to staff members as needed and requested.

6.  Assist building principal in the development of the master schedule

• Use state software to quickly and accurately enter data as needed and requested.
• Use state software to run any reports that are needed to complete the master schedule. 

7. Report Cards

• Confirm Progress Book open and close dates for the year with the EMIS Coordinator, log into Progress and share with teachers each quarter
• Run report to identify “copied on correspondence” parents, create spreadsheet with all names and addresses of these parents, create labels, run these report cards every quarter and physically mail
• Run report to verify all grades entered by teachers, communicating with teachers to report missing marks, incomplete marks and/or grade changes in DASL
• Enter all APEX, College Credit Plus, Work Study Program and CTE grades every quarter and/or semester onto student records in DASL
• Run GPA Sets often to capture updated grades in DASL
• Process and send report cards to Six District schools for WHS CTE Programs
• Receive CTE report cards from Stow, Kent, Tallmadge and CFHS, enter all grades onto student records in DASL
• Run athletic eligibility GPA reports for Athletic Director, run report for coaches, if needed
• Run report cards in DASL and publish file in Progress Book, uploading to the Main Office Drive and communicating with students/parents that report cards are complete
• Use state software to run Honor/Merit Roll report, remove any student that has a “do not publish” flag on their profile
• Check Honor/Merit Roll report for accuracy, save report and email to local newspaper, principals and counselor

8.  Maintain, and issue as requested, official transcripts

• Maintain grades throughout the year for each student.
• Calculate manually the grade point average for each student at the end of each semester to ensure they are correct.
• Calculate manually the class rank for each student at the end of each semester.
• Copy and mail transcripts, as requested, in a timely manner.
• Use state software to run a transcript report at the end of each year and use it to update Cumulative Files for each student in a timely manner.
• Use state software to enter grades and credits earned in summer school classes or approved correspondence classes. 

9.  Assist counselors with the enrollment/withdrawal of students

• Use state software to enter data required for each student.
• Contact school from which the student is transferring to request appropriate records.
• Prepare and send records to the school to which a student is transferring upon receipt of the proper paperwork from that school.

10. Produce year-end reports and records

• Use state software to run all reports requested by the EMIS Coordinator.
• Review student records to ensure that students have enough credits to be promoted.
• Use state software to set-up records for new ninth grade class, including, but not limited to, students promoted from eighth grade, transfers, and students with disabilities who are served in other districts.

11.  Process and issue Student Work Permits per the Ohio Revised Code.

• Review cards submitted to ensure that they have been completely and correctly filled out.
• Issue the work permit to the employer in a timely manner. 

12.  Fulfill records requests from schools to which a student is transferring as well as from the court or other agencies
       that have a legal right to make such a request.
 
13.  Assists principal with major projects such as awards program, graduation, etc.  Prepare graduation list and check
       diplomas.
 
14.  Maintain student records, which may include, but not be limited to:

• cumulative folder (including EMIS)
• health record (including EMIS)
• psychologicals, I.A.T.s, I.E.P.s, etc. 

15.   Other Duties and Responsiblities

• Open and distribute the mail for the counselors, and other staff housed in the guidance office.
• Perform other related functions as may be required from time to time by the Guidance Counselors, EMIS Coordinator, or Building Principal.  

16.   Attend meetings and inservice as needed or required.
 
17.   Performs all other duties as assigned by the Guidance Counselors, Principal, Assistant Principal, EMIS Coordinator,
        and/or Superintendent.
 

Salary : $19