PENINSULA SCHOOL DISTRICT
COUNSELING SECRETARY – HBHS
LOCATION: Henderson Bay High School
This position provides secretarial support to the counselors, enrolls students, and maintains student schedules and credits. Responsibilities include typing correspondence and maintaining records for the school counselors, entering information into the computer system for scheduling, grading, preparing transcripts, and scheduling student/parent meetings.
Reports to Principal; responsible to high school counselors.
DUTIES AND RESPONSIBILITIES:
- Answers the telephone and greets visitors to the counseling office; screens potential students, schedules parent conferences, and other meetings; screens phone calls and relays information to counselors.
- Formats and types correspondence, student rosters, forms and reports for counselors. Maintains confidential counseling files; researches files to provide information for counselors as requested.
- Maintains files of pre-college tests taken by students; distributes data to counselors; Sends transcripts to colleges as requested by former students.
- Schedules appointments and organizes correspondence for school counselor; coordinates appointments for incoming students.
- Assists principal and counselors in development of a master schedule; inputs information into computer. Scans student course selections and makes necessary changes; generates scheduling materials. Maintains accurate reports and class counts for use in scheduling; prints related reports as requested. Distributes schedules to offices and staff; maintains accurate class lists for teachers.
- Records schedule changes throughout the year; forwards copies of schedule change information to staff.
- Prepares grading forms and instructions; distributes materials and instructions to teachers. Prepares, prints and files transcripts. Notifies counselors of students with incomplete or failing grades. Supports teachers in troubleshooting problems with PowerSchool and PowerTeacher.
- Collects and records grade changes throughout the year; updates transcript information. Provides information for alternative programs – PIA, summer school, etc.
- Enrolls new students and creates student data files; requests immunization forms and other school or health information. Obtains records from student’s previous school; evaluates transcripts to credit student’s previous course work.
- Withdraws students and prepares required forms; collects withdrawal grades from teachers; updates final transcript and student cumulative files, coordinates bills with bookkeeper. Forwards records of withdrawn students to other schools; insures that state and district regulations are followed. Verifies requests for information relating to students and student files before forwarding information to other sources.
- Inputs information into computer to update student records such as demographic data, schedule changes and health records; forwards copies of information to various school offices.
- Supervises students working in counseling center.
- Performs related duties as assigned.
Office environment; experiences frequent interruptions; requires visual concentration on detail, dexterity and precision.
Education and Experience
High school graduation or equivalent with training in secretarial procedures and three years of increasingly responsible secretarial experience, including greeting the public, maintaining detailed records and working with computer software. Experience in a school district strongly preferred.
Advanced technical training in secretarial or data processing procedures may substitute on a month-for-month basis for up to one year of the required experience.
Knowledge, Skills and Abilities
- Knowledge of secretarial practices and procedures.
- Proficient with computer programs such as Word, Excel.
- Ability and willingness to learn new software programs.
- Knowledge of correct grammar, spelling and English usage.
- Skill in operating a variety of office machines.
- Excellent written and oral communication skills.
- Ability to operate word processing equipment.
- Ability to learn the operation of a school district computer system.
- Ability to provide technical assistance to computer users after training.
- Ability to set up and maintain an accurate filing system.
- Ability to attend to detail and follow through to completion.
- Ability to organize and set priorities.
- Ability to work under pressure with multiple interruptions and be flexible.
- Ability to work independently with minimal supervision.
- Ability to maintain strict confidentiality.
- Ability to deal with upset or angry students.
- Ability to establish and maintain effective relationships with students, parents, and staff.