Job Title : Secretary: Counseling High School - Crofton HighPrimary Location : Crofton High SchoolSalary Range : Please refer to the Unit IV salary scale online at www.aacps.orgShift Type : 1.00 FTEJob Details:Title Code:Secretary: Counseling High SchoolJOB SUMMARY
Performs varied secretarial and clerical duties in support of the functions of the school counseling office within a high school. Work involves receiving and screening students, parents, telephone calls and/or correspondence to the school counseling office; scheduling student-counselor, parent-counselor, and parent-teacher conferences; assisting in the proper maintenance of student folders and records as requested by the department chairperson and principal; and typing a variety of forms, letters, notices, and correspondence relative to the functions of the school counseling office. Volume and nature of work follows the school cycle from enrollment to graduation. Work of this class is distinguished from that of the Middle School Guidance Secretary by the greater level of difficulty and responsibility of work with regard to the detailed processes, forms, policies and procedures relative to student files and record keeping activities. Employees exercise independence and good judgment for scheduling their work and exercise extreme tact in working with confidential information.ESSENTIAL DUTIES/RESPONSIBILITIES

Receives and screens students, parents and/or visitors to the school counseling office. Ascertains the nature of their visit. Handles routine matters and details, accordingly.
Interviews students/parents to acquire all necessary information.
Completes filing requested by the school counseling department.
Schedules and maintains counselor calendars.
Issues passes to students. Resolves conflicts/cancellations. Notifies teachers by memo/note and all other parties, accordingly.
Assists school counselors in coordinating spaces for parent and/or student events scheduled by the school counseling office.
Provides clerical support in regards to failure letters, senior contracts, and other pertinent documents that are standard in the school counseling office.
Answers, screens, and/or directs all telephone calls, mail and/or correspondence to the appropriate person. Provides the general information concerning services and procedures of the school counseling office. Handles routine matters accordingly.
Types referrals. Prepares and distributes copies to appropriate persons. Maintains Log Book for same.
Prepares, types, and reproduces a wide variety forms, notices, letters, and correspondence used by the school counseling office. Revises forms as needed.
Accesses, copies, and distributes the student data system reports requested by the school counseling department.
Enter course requests into the student data system.
Maintains and updates student records when requested by the school counseling chairperson.
Assists school counselors with updating scholarship database, creating scholarship flyers and newsletters, and organizing scholarship files.
Assists teachers, students, and parents concerning homework assignments for absence due to illness
Maintains supply of work permits, verifies, and validates same for students. Maintains supply of Social Security Number applications.
Coordinates home teaching by assisting with home teaching packets, gathering books and assignments for home teachers, and notifying the school counselor of problems in regards to home teaching services.
Maintains a supply of SAT and ACT applications.
Assists students concerning schedule changes
Assists counselors with Financial Aide Night program, Senior Awards Program, college/trade school/military visitations to school.
Assists in the Career Center with computer programs, securing college catalogues, and other information for students/parents.
Assists counselors with the advertisement of the SAT and generates applications, collects same with appropriate fees. Affixes test results to SR cards.
Operates and maintains standard office machines and equipment, such as facsimile (FAX), typewriter, computer, and duplicating (copy) equipment.
Arranges appointments/conferences. Gives clerical office assistance to School Counselors.
Assist and assign duties to student aides and volunteers.
Performs other related duties as assigned within the same classification or lower.

MINIMUM QUALIFICATIONS
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skills, and/or abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.Education

High School Diploma or Equivalency Certificate required.

Experience

Three (3) years progressively responsible general clerical office experience required.
One (1) year experience with school operations at the Middle School Guidance Secretary level that included detailed record keeping/record management work preferred;
Or an equivalent combination of education and experience which provides the required knowledge, skills, and abilities deemed sufficient to prepare the applicant to successfully perform the duties of the position.

Knowledge, Skills, Abilities and Other Characteristics

Considerable knowledge of modern office practices and procedures, business English, spelling, and commercial arithmetic.
Considerable knowledge of Board of Education and school operations, policies and procedures.
Ability to use school based financial, student, and human resources records, and management systems.
Ability to exercise courtesy and good judgment in dealing with students, parents, administrators, and other employees, and the general public.
Demonstrated ability to effectively work and communicate with diverse populations.
Demonstrated proficiency with business technology applications (e.g. Video/Web Conferencing, Microsoft Office Suite -Word, Excel, Outlook, and/or PowerPoint preferred). For new permanent secretarial/clerical/technician hires, a minimum score on a pre-employment assessment is required.

Licenses and Certifications
Employee must retain active licenses, certifications, and enrollment as a condition of employment.

Hold or be eligible for Notary Public issued by Maryland Secretary of State required;

Driving Requirements

LEADERSHIP ROLE

PHYSICAL DEMANDS/WORKING CONDITIONS
The physical demands and working conditions described here 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 the essential functions.Physical Demands

Standing: under 1/3 percent of the time
Walking: under 1/3 percent of the time
Sitting: between 1/3 and 2/3 percent of the time
Keyboarding: between 1/3 and 2/3 percent of the time
Talking: between 1/3 and 2/3 percent of the time
Hearing: between 1/3 and 2/3 percent of the time
As required by the duties and responsibilities of the position.

Vision
The vision demands with correction described here are representative of those that must be met to successfully perform the essential functions of this job.

No special vision requirements

Work Environment
Location

Office, school or similar indoor environment: over 2/3 percent of the time

Noise Level

Moderate: between 1/3 and 2/3 percent of the time

Weight & Force
Lifting and carrying requirements

Up to 20 pounds: under 1/3 percent of the time

Travel Requirements

JOB INFORMATIONApproved Date: 2/1/2015
Established Date: 9/1/2007
Title Code: C21623
Title: SECRETARY: COUNSELING HIGH SCHOOL
Reports to Generic: Principal
Reports to Specific: PRINCIPALORGANIZATIONDivision: Academics
Business Unit: Curriculum & Instruction (C&I)
Department: Varies
Negotiated Agreement: Secretaries and Assistants Association of Anne Arundel County (SAAAAC)HR JOB INFORMATIONUnit: IV
Days Worked: 260
FLSA Exemption Status: Non-Exempt
Grade: SG09Click to view Terms of Employment, Benefits and Salary Scale. Scroll down to locate (Unit 4 - SAAAAC)
Essential Job:
Months Worked: 12
Hours Worked: 7
Job Family: Administrative and Office Support
Sub-Function: Office/Staff Support