Guidance Secretary - Bluestone High School
GUIDANCE SECRETARY – THIS POSITION ONLY AVAILABLE THROUGH 2021-2022 SCHOOL YEAR!
The secondary guidance secretary is responsible for completing student enrollment and withdrawal activities; maintaining accurate student records; providing a variety of reports and reference materials; and ensuring compliance with school division, state and federal guidelines. This is confidential clerical work requiring an ability to work in a fast-paced environment with many interruptions and with an ability to perform multiple tasks simultaneously.
- Serves as confidential secretary to the high school counseling department, including keeping track of schedules, appointments, and counseling calendar. Has access to and processes confidential information regarding students, staff, and school district issues while observing data privacy requirements
- Assists with college and scholarship applications by processing transcripts, entering high school data, managing teacher recommendations, and entering data into the student information database.
- Processes mid-year and end-of-year transcripts to colleges.
- Processes transcript requests from past and current students and provides education verification to schools or employers.
- Assists counselors in evaluating transcripts of incoming students for the purpose of transferring grades and semester credit hours into the student information system.
- Compiles student records (e.g., birth certificates, transcripts, transfers, immunization, etc.) for the purpose of meeting state, federal and/or district requirements.
- Informs appropriate personnel of possible student course deficiencies for the purpose of assisting in addressing student course requirements.
- Maintains a variety of manual and electronic student records (e.g. grade checks, cum files, test scores, student information, etc.) for the purpose of providing up-to-date reference and compliance with regulatory requirements and established guidelines.
- Performs enrollment and withdrawal activities (e.g. interpreting transcripts, updating automated student information system, etc.) for the purpose of ensuring compliance with financial, legal, state or federal requirements.
- Prepares standardized documents and reports (e.g. form letters and memos, calendars, bulletins, periodic report, etc.) for the purpose of communicating information to other parties and/or agencies.
- Processes a variety of documents and materials (e.g. new registrations, transcripts and transcript requests, student employment verifications, withdrawals, etc.) for the purpose of disseminating information to appropriate parties.
- Researches discrepancies in student records for the purpose of verifying graduation status and ensuring the accuracy of information.
- Responds to questions from a variety of internal and external sources (e.g. staff, other educational institutions, the public, parents and/or students, etc.) for the purpose of providing information and/or direction.
- Verifies student-related data (e.g. grades, information, etc.) for the purpose of ensuring the accuracy of the student records.
- Provides regular communication and correspondence with the counseling staff.
- Performs general clerical duties, including word processing and correspondence for staff. Copies, files, emails, sends faxes, and uses the internet as necessary.
- Maintains office security by locking and unlocking doors, filing cabinets, securing checks, cash, and personal data.
KNOWLEDGE, SKILLS, AND ABILITIES:
Knowledge: Must have the ability to perform basic math, including calculations using fractions, percents, and/or ratios; read a variety of manuals, write documents following prescribed formats, and/or present information to others; and understand complex, multi-step written and oral instructions. Specific knowledge-based competencies required to satisfactorily perform the functions of the job include: business telephone etiquette; office equipment/software; and English grammar, punctuation, and spelling.
Skills: Must have the ability to perform multiple tasks with a potential need to upgrade skills in order to meet changing job conditions. Specific skill-based competencies required to satisfactorily perform the functions of the job include: applying pertinent codes, policies, regulations and/or laws; operating standard office equipment; performing standard clerical procedures; preparing and maintaining accurate records; keyboarding, and utilizing pertinent software applications; must be proficient in Microsoft Word, Microsoft Excel and Google Docs.
Abilities: Must have the ability to schedule activities and/or meetings; gather, collate, and/or classify data; and use basic, job-related equipment. Flexibility is required to work with others in a variety of circumstances; analyze data utilizing defined but different processes; and operate equipment using defined methods. Ability is also required to work with al wide diversity of individuals; work with similar types of data; and utilize specific, job-related equipment. Problem-solving is required to identify issues and create action plans. Problem-solving with data requires independent interpretation of guidelines; and problem-solving with equipment is limited. Specific ability-based competencies required to satisfactorily perform the functions of the job include: being attentive to detail; communicating with diverse groups; meeting deadlines and schedules; working under time constraints; maintaining confidentiality, and working with frequent interruptions.
NOTE: The above description is illustrative of tasks and responsibilities. It is not meant to be all inclusive of every task or responsibility.
EDUCATIONAL REQUIREMENTS AND EXPERIENCE:
High school diploma or equivalent is required.
Prior office experience preferred.
Must be able to keyboard accurately at a moderate rate of speed.
FLSA Status: Non-Exempt