Guidance Secretary- Pikesville Middle

Administrative Support Position

Performs comprehensive, administrative secretarial and clerical duties for the department chair and counselors of a middle school guidance office. Performs responsible secretarial and clerical duties in the management and maintenance of student record files, information, and data stored at the school.

EXAMPLES OF DUTIES:

• Provides comprehensive, administrative secretarial and clerical support to the department chair and counselors of a middle school guidance office. Receives and screens telephone calls and visitors to the office. Greets visitors to the guidance suite. Arranges student-counselor, parent-counselor and parent-teacher conferences.
• Researches, gathers, and compiles sensitive and confidential information and data such as that required for referrals for pupil personnel workers, Child Protective Services, and Home and Hospital. Researches, gathers, and compiles information for alternative education such as summer school, night school, and other alternative schools.
• Assists counselors with registrations. Verifies student residency. Reviews documents associated with student residency and boundary issues.
• Establishes and maintains guidance files and filing systems. Composes correspondence and memoranda. Maintains databases. Receives, sorts, and distributes correspondence.
• Performs word processing. Uses computers and software to generate a variety of documents, including letters, reports, spreadsheets, tables, and graphs.
• Maintains a variety of student record files, information, and data. Maintains student progress, testing, grade, transcript, and attendance records. Applies labels to update various student record cards such as attendance, test data, and transcript cards.
• Gathers and compiles student records, transcripts, and related data in response to requests from courts, MSDE, the Office of Special Education, parents, and others. Identifies records of students with IEPS and 504 plans for administrators.
• May assist in processing grade sheets. Gathers and distributes grade sheets to teachers for grading reports. Scans and checks grade sheets for proper mark sensing. Reviews grade sheet scans. Prepares new grade sheets and makes corrections/changes to grade sheets. Gathers, compiles, and arranges for the transportation of completed grade sheets.
• May collect daily attendance cards and enter the information into the data system. Requests reports concerning attendance from the appropriate central office.

Requests records for new entrants from the entrants' former schools. Transfers records for students who withdraw from the school. Provides health records for incoming students to the school nurse. Obtains health records from the school nurse for withdrawing students.

Operates automated student data systems to enter, maintain, and access student data regarding scheduling, entrance, withdrawals, reports, and attendance. Processes new entrants' files and withdrawal files. Provides data for the September 30th enrollment verification.

Assists with ensuring accuracy of student attendance records including entering daily and period attendance for all daily substitutes. Maintains attendance related notes for the purpose of providing reliable documentation of recorded attendance information in compliance with district policies.

Retrieves data and compiles information from manual and automated files for the preparation of routine reports and correspondence regarding student attendance.

Performs other duties as assigned.

MINIMUM QUALIFICATIONS Education, Training and

Experience:

• Possession of a high school diploma or equivalent. Four years of experience in secretarial and clerical work are required.

Note:

Other combinations of applicable education, training, and experience that provide the knowledge, abilities, and skills necessary to perform effectively in the class may be considered.

Licenses and Certificates:

N/A

Knowledge, Skills, and Abilities:

• Knowledge of office practices and procedures. Knowledge of filing systems. Knowledge of word processing, spreadsheet, and database software applications. Knowledge of office equipment.
• Skill in performing secretarial and clerical duties. Skill in maintaining records and preparing reports. Skill in composing correspondence. Skill in applying established policies and procedures to work problems. Skill in taking dictation (any method.)
• Demonstrated ability to type 40 words per minute. Ability to establish and maintain effective working relationships with students, parents, administrators, staff, and the public. Ability to communicate clearly and effectively. Ability to appropriately maintain confidential information.

PHYSICAL AND

ENVIRONMENTAL CONDITIONS:

The work of this class is generally sedentary, performed in an office environment, and requires the use of coordination and skill in the operation of word processing and other office equipment.

CONDITIONS OF EMPLOYMENT:

May be required to work additional hours with little or no notice.…