High School Counseling Secretary

High School Counseling Secretary

The High School Counseling Secretary provides administrative and clerical support to school counselors and the counseling department. This position assists counselors, students, parents, teachers, and visitors with appointments, records, and information related to counseling services, and college and career planning activities. The School Counseling Secretary helps maintain accurate student records, coordinates communication between counselors and families, and supports the efficient operation of the School Counselor office.

Key Responsibilities:

• Administrative and Office Support
• Provide secretarial and clerical support to school counselors and counseling office staff.
• Organize workflow and assist counselors with administrative tasks and scheduling.
• Screen telephone calls, correspondence, and visitors, and respond to routine inquiries.
• Schedule appointments, meetings, and conferences for counselors.
• Prepare correspondence, reports, recommendations, and other documents, including confidential materials.

• Student Records and Registration
• Maintain cumulative student record files including schedules, test scores, and related documentation.
• Process student record requests, withdrawals, and transfers in accordance with school policy.
• Provide authorized student information to parents, schools, and approved agencies.

• Counseling Program and Student Support
• Assist with administrative coordination of counseling services and student support meetings.
• Prepare documentation, collect information, and maintain records related to student support programs and referrals.
• Coordinate communication with outside agencies when required.
• Assist students seeking employment by processing working papers and posting job opportunities.

• College and Career Planning Support
• Support the college application process by preparing and transmitting transcripts and application materials.
• Maintain records related to student college applications.
• Compile and distribute scholarship and college information for students and families.
• Assist counselors, students, and parents in ensuring timely completion of application materials.

• Program Coordination and Events
• Assist with preparation and logistics for PSAT and SAT administration, scholarships, and counseling-related events, including orientations, surveys, and informational seminars.
• Organize and maintain college and career resources for student use.
• Prepare reports and compile information for school administration as required.

• Supervision and Support
• Provide task supervision to student helpers as assigned.
• Perform other duties as assigned by BHS Business Supervisor or designee.

Education & Experience:

High school diploma required. Minimum of 13 years of administrative or clerical experience. Experience in a school environment, preferred.

Knowledge, Skills, and Abilities:
Ability to acquire knowledge of Board of Education policies, procedures, and educational philosophy. Ability to learn and apply procedures related to counseling office programs and services. Proficiency in Microsoft Office and Google applications and ability to learn district-specific software applications. Ability to learn departmental and State Department of Education computer applications. Ability to maintain confidential student records and administrative data.

Ability to perform basic bookkeeping and clerical accounting functions. Strong organizational, communication, and interpersonal skills. Ability to work effectively with students, parents, staff, and the public in a courteous and professional manner.

Physical and Cognitive Demands:
Work in this classification is performed primarily in an office environment with frequent interaction with students, parents, and staff. The position requires attention to detail and the ability to manage multiple tasks while handling routine interruptions. The employee is routinely exposed to computer screens and must take periodic breaks from screen use. Duties require repetitive motion associated with operating office equipment such as keyboards, copiers, calculators, and related devices.

The position may require lifting and moving light to medium weights such as office supplies. Visual acuity correctable to 20/20 and hearing correctable to within normal limits are required. Adaptive technology may be utilized as appropriate. Occasional stress may occur when interacting with students, parents, or the public.