School Counselor Secretary

DEPARTMENT: Counseling

JOB TITLE: School Counselor Secretary

D.O.T. # 12-MONTH POSITION (8.0 hrs. per day)

D.O.T. CLASS:

Sedentary Medium (X)

QUALIFICATIONS:

Education Level: High School Diploma and beyond including some post-secondary training

Experience Desired: Proficient in the areas of computer and computer applications including common office software, typing and keyboarding skills, calculator use, telephone and customer service orientated

Other Requirements:

· Ability to multi-task and be organized, accurate and thorough in performing duties of the job.

· Maintains a positive demeanor, pleasant attitude and is internal and external customer focused

· Interact positively with counselors, teachers, students, and parents.

· Consistently does what is asked and willingly seeks opportunities to go above and beyond what is asked in completion of the task.

· Is dependable, regular in attendance and always maintains confidentiality

· Willingness to cross-train in areas deemed necessary to maintain the continuous delivery of counseling services

REPORTS TO: Building administration and grade level counselors

ESSENTIAL FUNCTIONS:

General Duties

· Meet and greet walk-ins to the guidance office

· Answer phones and maintain accurate records related to new students, drops and transfer students

· Perform duties as requested by building administrators, grade level counselors, staff, parents

· On duty for two of the four scheduled evenings for Parent/Teacher conferences

· Assist parents with Synergy account issues

· Record guidance office aides’ attendance in Synergy

· Work collaboratively with the 12-month secretary to enhance guidance office offerings and services provided to students, staff and parents

· Other duties as assigned by the building administration and/or grade level counselors

Student Registration

· Receive and process enrollment forms and immunization records

· Receive and process transfer request forms and paperwork

· Receive and process incoming eighth grade cumulative file information

Transfer-Out Students

· Process student transfer requests and appropriate paperwork

· Prepare and mail “Request for Records” including transcript paperwork to the student’s new school

Report Cards and Transcripts

· Print and process term report cards including parent copy, second mailing and file copies

· Print and process student transcripts including updates to credit check notebooks

TeamMates Mentoring Program

· Arrange appointments for mentor/mentee meetings, student communication and log visitations

· Prepare reports at the end of each semester required by the TeamMates Mentoring program

PE Waivers

· Record sports participation, maintain PE waiver applications list, record completers on transcript

· Report to Grade 9 counselors those students earning the PE waiver

Alternative School Student Placement

· Prepare and process paperwork for alternative placements

· Maintain list of classes being taken

· Record grade information on transcripts and mail reports cards to parent/guardians

· Update Synergy information regarding “student’s “transfer info” and “modify info” sections of Synergy

Summer School

· Prepare and process summer school information including registration, tuition payments, room assignments, rosters, student schedules, transcripts, credits earned, mid-term and final reports

· Prepare and disseminate summer school information to summer schoolteachers

· Prepare and disseminate summer school information and grades to parents

Honor Roll

· At the end of each semester, once grades are posted, prepare Honor Roll lists and distribute them to local media for publication

· Prepare and distribute Honor Roll certificates to students

PHYSICAL REQUIREMENTS:

Never 0%, Occasional 1-32%, Frequent 33-66%, Constant 67%+

Never: driving, carrying 20ft.

Occasional: standing, walking, bending, stooping, reaching, pushing, pulling, climbing, lifting 10#Max, computer keyboard

Frequent: sitting

WORKING CONDITIONS:

A. Inside X

B. Climatic Environment: Work areas are air-conditioned