Administrative Assistant - Counseling Office

SUMMARY: Perform and assist in a variety of tasks to enhance the smooth and efficient operation of the counseling office including outer office management and record storage.

ESSENTIAL FUNCTIONS: these statements are intended to describe the responsibilities assigned to this position and are not intended to represent an exhaustive list of all responsibilities, duties and skills required.

1. Train and coach office aides in professional and confidential office practices.

2. Print individual schedules, progress reports, report cards, and transcripts as needed.

3. Maintain all types of transcript requests through the online system or in person.

4. Maintain test reports. 

5. Organize and maintain record storage space in the vaults.

6. File cumulative records as they are received from other schools.

7. Answer the phone as needed with quality customer service and a willingness to help.

8. Print sets of mailing addresses upon requests.

9. Print class rolls, ethnic lists, senior lists, etc. as requested.

10. Provide students requesting verification for Good Student Discounts a copy of the transcript.

11. Sort daily mail.

12. Order supplies for counselors’ offices.

13. Assist with Tulsa Technology Center and Tulsa Community College recruiting.

14. Assist the College and Career counselor with various tasks as needed.

15. Coordinate with the nurse on medical records.

16. Assists with special projects.

17. All other duties as assigned by the administrator.  

SUPERVISORY RESPONSIBILITIES:  

None

QUALIFICATION:  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, skill, and/or ability required.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION and/or EXPERIENCE:

1. High School Diploma or equivalent

2. One (1) year of experience in closely related field preferred

KNOWLEDGE/SKILLS/ABILITIES:  Computer literate.  Ability to follow all district policies and procedures.  Ability to work independently, displaying initiative and enthusiasm for the tasks being done.  Demonstrating strong communication skills, orally and in writing, with faculty, staff, team members, and administrators.  Ability to work without supervision, and work as a team player.  Ability to document records accurately.  Ability to manage confidential information in a manner that respects students, families, and employees.  Ability to listen effectively.  

LANGUAGE SKILLS:  Ability to read and interpret general written instructions in English language.  Ability to effectively communicate with supervisor, school personnel, and co-workers.

MATHEMATICAL SKILLS:  Ability to perform basic math functions such as addition and subtraction.

REASONING ABILITY:  Ability to apply common sense understanding to carry out written and oral instructions.  Ability to define problems, collect data, establish facts, and draw valid conclusions.

PHYSICAL DEMANDS:  The physical demands 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.

While performing the duties of this job, the employee is regularly required to talk or hear. The employee regularly is required to sit for long periods of time, stand, and walk. Confidentiality is important in this role. 

WORK ENVIRONMENT:  The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 

Typical office environments. The noise level in the work environment is usually quiet.