Elementary Counselor Secretary

Elementary Counselor Secretary

Provides administrative / secretarial services necessary to assist the Guidance Counselors. Promotes a positive image of the school through interactions with parents, students, staff, and community members.

Essential Duties and Responsibilities :

• Greet students, parents, visitors. Schedule appointments with counselors; schedule parent conferences when needed.
• Maintain strict confidentiality and project a professional image when handling sensitive and confidential situations and information.
• Answer telephone and provide information to callers, screen and route calls to appropriate person.
• Compose a wide variety of documents (e.g. correspondence, agendas, reports, etc.) to communicate information to school and district personnel, the public, state officials, etc.
• Update student records, enter historical data for new students.
• Create and maintain manual and electronic documents, file and record data (e.g. student records, cumulative folders, etc.) to provide up-to-date reference and audit trail.
• Assist principals, teachers, school nurse, or parents in locating students.
• Supervise students in the guidance office.
• Participate in meetings, workshops and seminars as assigned.
• Maintain a file of forms used by the department; retrieve student schedules, report cards, and pertinent information for students, counselors, teachers, parents, etc.
• File documents and correspondence alphabetically, numerically, or by other classification; gather data from files and prepare reports of a routine nature; prepare form and routine letters relative to information contained in files and records.
• Respond to inquiries from a variety of internal and external parties (staff, parents, students and public) to provide information and facilitate effective communication.
• Schedule meetings as needed between outside agencies / organizations and students, teachers and / or parents.
• Screen and route materials according to content of communications.
• Assist in preparation and distribution of progress reports as directed.
• Assist in preparation and distribution of report cards as directed.
• Process work orders, requisitions and order supplies as needed.
• Under the direction of the guidance counselor, prepare and disseminate school and student information such as class schedules, course offerings, etc.
• Process ITBS / CATS testing and results as directed.
• Assist in the enrolling and orientation of new students, provide the student and parents with appropriate information and documents; send for student records, input related information into databases as needed.
• Assist in the withdrawal of students, collection of grades from the teachers and preparation of information for the receiving school.
• Maintain, verify and document instances of student absences, if required by building.
• Disseminate behavior checklists to teachers and mental health professionals.
• Transfer records.
• Use technology to efficiently complete secretarial and / or clerical tasks.
• Assist with registration days, open houses and parent-teacher conferences.
• Regular and reliable attendance.
• Other duties as assigned.

Professional Standards :

Supervisory Responsibilities : N / A

Minimum Education or Experience : High school diploma required. Successful secretarial and clerical experience required.

Knowledge, Skills and Abilities :

Physical Demands :

Work Environment :