Primary Purpose

Facilitate the efficient operation and provide clerical support to the middle school counseling office. Maintain current and accurate confidential student records.

Qualifications:

Education/Certification:

High school diploma or GED

Special Knowledge/Skills:

Proficient typing, word processing, and file maintenance skills

Effective organizational, communication, and interpersonal skills

Ability to use personal computer and software to develop spreadsheets and databases, and do word processing

Experience:

Two years secretarial experience, preferably in a public education environment

Major Responsibilities and Duties:

Records, Reports, and Correspondence

1. Prepare records, reports, requisitions, correspondence, and transcripts using typewriter or personal computer.
2. Prepare documents and lists for student awards, assemblies, and other recognition programs.
3. Maintain student information in electronic and physical files.
4. Create new student files and ensure completeness of records.
5. Assist with the registration of new students, including requesting and sending student records, setting up cumulative folders, and entering student data into appropriate databases or computer programs.
6. Assist with processing changes and adjustments to student schedules.

Reception and Phones

7. Serve as receptionist for counseling office.
8. Assist students, parents, and teachers.
9. Assist counselors with scheduling of Admission, Review, and Dismissal Committee (ARD) meetings and appointments.

Other

10. Receive, distribute, and ensure security and confidentiality of materials.
11. Maintains confidentiality.

Supervisory Responsibilities

None.

Equipment Used:

Computer, printer, copier, typewriter, fax machine, and shredder.

Working Conditions:

Mental Demands/Physical Demands/Environmental Factors:

Tools/Equipment Used: Standard office equipment including personal computer and peripherals

Posture: Prolonged sitting; occasional bending/stooping, pushing/pulling, and twisting

Motion: Repetitive hand motions including 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; occasional districtwide travel

Mental Demands: Work with frequent interruptions; maintain emotional control under stress

Occasional districtwide and statewide travel; frequent prolonged and irregular hours.

The foregoing statements describe the general purpose and responsibilities assigned to this job and are not an exhaustive list of all responsibilities and duties that may be assigned or skills that may be required.