Job Description: SECRETARY - COUNSELOR

Job Title:

Secretary - Counselor

Duty Days:

207

Reports to:

Principal

Pay Grade:

3

Dept/School:

Assigned Campus

Pay Schedule:

Paraprofessional

Wage/Hour:

Non-Exempt

Date Revised:

9/2020

Primary Purpose

Under moderate supervision provide routine clerical support for the efficient operation of the school counseling office and professional staff. Maintain current and accurate confidential student records.

Qualifications

Education/Certification

• High School diploma or GED

Special Knowledge/Skills

• Knowledge or general office procedures
• Proficient keyboarding and file maintenance skills
• Ability to use software to develop spreadsheets and databases, and do word processing
• Ability to follow verbal and written instructions
• Ability to perform a variety of tasks often changing assignment on short notice with some direction
• Effective organizational, communication, and interpersonal skills
• Demonstrate proficiency in handling matters of highly confidential nature
• Must possess personal qualities related to respect for the rights and confidentiality of others

Experience

• Two years' clerical experience

Major Responsibilities and Duties

Records, Reports, and Correspondence

• Provide general clerical support including word processing, data entry, filing, and file maintenance.
• Assist with the registration of new students, including requesting and sending student records, entering student data, and ensure completeness of records.
• Process changes and adjustments to student schedules.
• Maintain complete and accurate student records including test scores and final grades on permanent records.
• Compile, maintain, and file all reports, records, and other documents as required.

Reception and Phones

• Receive incoming calls, take reliable messages, and route to appropriate staff.
• Assist counselor(s) with scheduling of meetings and appointments.

Other

• Receive, distribute, and ensure security and confidentiality of testing materials.
• Maintain college information library and help students, parents, and teachers find information about testing, scholarships, and college materials.
• Maintains confidentiality.
• Follow district safety protocols and emergency procedures.
• Perform other duties as assigned by the supervisor or other administrator that are consistent with the general requirements and qualifications for the position

Supervisory Responsibilities

• None

WORKING CONDITIONS:

Mental Demands/Physical Demands/Environmental Factors

The working conditions described 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 and expectations.

• Tools/Equipment Used: Standard office equipment including personal computer and peripherals; copier, fax machine and calculator
• Posture: Prolonged sitting; occasional bending/stooping, pushing/pulling, and twisting
• Motion: Repetitive hand motions; frequent keyboarding and use of mouse; occasional reaching
• Lifting: Occasional light lifting and carrying (less than 15 pounds)
• Environment: May work prolonged or irregular hours
• Mental Demand: Work with frequent interruptions; maintain emotional control under stress