Counseling - Office Specialist

Office Specialist

Salary Range: $15.78 to $20.44

The Office Specialist will handle a variety of administrative tasks, with a focus on maintaining records, managing enrollment, and supporting student services. This position requires strong organizational skills, attention to detail, and the ability to manage multiple responsibilities effectively.

Essential duties and responsibilities include:

• Maintaining discretion and loyalty with confidential information.
• Ability to work with a large, diversified population of students, staff, and parents.
• Performing typing, filing, and recording as applicable to the position.
• Maintaining accurate and up-to-date student records.
• Processing and managing student transcript requests through Docufide/Parchment.
• Ensuring timely and accurate completion of transcript requests.
• Ensuring all records are kept confidential and comply with school policies.
• Updating and managing CA 60 files and DE records.
• Updating all student files regularly to ensure accuracy.
• Working with counseling staff to maintain current student information.
• Scheduling counseling appointments for students.
• Assisting with counseling-related tasks, including testing, career, and college support.
• Coordinating the administration of standardized tests and assessments.
• Managing the student enrollment process, including processing new student registrations.
• Conducting address and eligibility verification for student enrollment.
• Communicating with parents and guardians about the application process and status.
• Managing applications and enrollment for the School of Choice program.
• Assisting in coordinating homebound instruction services for eligible students.
• Communicating with teachers and families to ensure the delivery of educational materials.
• Maintaining and updating student immunization records in the MCIR system.
• Ensuring compliance with state immunization requirements and communicating with parents as needed.
• Performing other duties as assigned by the immediate supervisor.

Qualification requirements include:

• High school diploma or equivalent.
• Experience in an administrative or office support role, preferably in an educational setting.
• Strong organizational and multitasking skills.
• Excellent communication and interpersonal skills.
• Ability to maintain confidentiality and handle sensitive information.
• Customer service-oriented with a positive and professional demeanor.
• Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals.
• Ability to write routine reports and correspondence.
• Ability to speak effectively with parents, staff, and students.
• Demonstrated effective phone etiquette.
• Ability to perform basic math computations including rates, ratio, and percents using whole numbers, common fractions, and decimals.
• Ability to apply common sense understanding to carry out detailed but uninvolved written or oral instructions.
• Ability to deal with problems involving a few concrete variables in standardized situations.
• Ability to use good judgment in decision-making.
• Ability to successfully pass basic competency, computer skills testing assessments and ability to successfully pass a typing test at 30 words per minute with a high degree of accuracy.
• Demonstrated ability to proficiently operate a personal and mainframe computer and related software (Microsoft Word, Access, Excel, Power Point, Internet, etc.)
• Ability to develop effective working relationships with students, staff, and the school community.
• Ability to maintain a calm demeanor and remain professional in stressful situations.
• Ability to communicate clearly and concisely, both orally and in writing.
• Ability to perform duties through knowledge of all district requirements and Board of Education policies.
• Ability to prioritize and organize work.
• Demonstrated ability to deal with confidential information with a high degree of discretion and loyalty.
• Ability to multi-task with numerous interruptions.

Physical demands include:

• While performing the duties of this job, the employee is regularly required to walk, stand, talk, and hear.
• The employee is occasionally required to sit and reach with hands and arms.
• Occasionally the employee will lift and carry up to ten pounds and push/pull up to 30 pounds.
• Specific vision abilities required by this job include close vision, depth perception, and the ability to adjust focus.

Work environment characteristics include:

• The noise level in the work environment is usually quiet.
• The employee interacts with the public, students, and other staff and occasionally meets multiple demands from several people.