Counseling Secretary II - Summit High School - Regular

Bend, Oregon 97703

Counseling Office Secretary II – Middle School and High School

Reports To:

Office Manager and Site Administrator

Under general supervision, the Counseling Secretary II performs a wide variety of clerical work. The employee processes, files, and records information for the counseling department in a secondary school. The Counseling Secretary II is responsible for all student records stored in the counseling offices. The employee serves as a primary contact with all staff members as well as students in relation to counseling activities and records.

The Counseling Secretary II works under the direction of the school counselors and the school principal.

• Handles requests for reports and information about student records.
• Enrolls new students and checks for proper compliance with district policies and laws governing immunizations. Ensures student immunizations are up to date, keeps health records current, and ensures Oregon School Immunization Law is being followed.
• Contributes to the positive atmosphere of the school by maintaining excellent rapport with students, parents, and staff. Maintains excellent rapport with other Bend‑La Pine corresponding secretaries with timely response to requests from other schools, sharing ideas, forms, or processes.
• Assures that all student records and files are correct, updated, and prepared for forwarding to requesting schools. Maintains and processes all student records.
• Coordinates and documents receiving and sending of student cumulative files. Uses ODE Lookup to find current or past student location.
• Serves as point of contact with custody issues to explain to parents or others regarding student release or release of student information.
• Notifies applicable staff of information in cumulative files received from previous schools (e.g., IEP, 504, safety plans, custody/legal documents, etc.).
• Organizes cumulative file contents, purges documents according to student cumulative file content & retention schedule.
• Supervises student assistants.
• Assures that the confidential nature of all student records is maintained.
• Assists with effective management of the workload in the counseling office.
• Provides counseling office staff with administrative support. Encourages students to make counselor appointments, offers break space for students, encourages return to class in a timely manner.
• Coordinates student athletic programs including registration, rosters and collecting fees (middle school only).
• Dispenses student medications and monitors the health room (middle school only).
• Coordination for all aspects of graduation (high school only).
• Provides communication to students, parents, and staff through the use of newsletters, bulletin boards, automated phone systems, and daily announcements (high school only).
• Coordinates student testing and materials (high school only).
• Coordinates the distribution of transcripts upon request (high school only).
• Prepares and distributes statistical reports. Assists in the preparation of reports as needed.
• Assists in creating the master schedule, including analyzing data and working with Administration to create a schedule that ensures as many students as possible are fully scheduled.
• Produces curriculum guide/student forecast materials and enters forecasting information needed for student forecast records; uses SIS reports and makes corrections as needed, both independently and in collaboration with school counselors, to ensure student forecasting is accurate and complete.
• Ensures that teachers complete final grades each term. Updates student GPAs, course history, and prepares report cards for students.
• Orders, receives, distributes, and inventories supplies for the department.
• Schedules appointments with district staff and outside organizations.
• Schedules appointments for parent conferences and staffings.
• Fulfills other related duties as assigned.
• Fulfills performance standards identified in the evaluation process as required by the position.
• Fulfills working conditions and physical effort listed below.

Work is performed primarily in an office or administrative setting. The…