Guidance Department Secretary

School Secretary, Guidance Department

The Guidance Office Secretary provides comprehensive clerical and administrative support to the guidance counseling department. The position serves as a primary point of contact for students, parents/guardians, staff, and visitors and is responsible for maintaining accurate student records, coordinating guidance office activities, supporting student scheduling and registration processes, and assisting counselors with the day-to-day operation of the guidance office.

Essential Functions:

• Provide administrative and clerical support to the school counselors and guidance department.
• Serve as the primary receptionist for the guidance office, answering phone calls, greeting students, parents/guardians, staff, and visitors, and assisting them with their needs
• Monitors voicemails on the guidance department phone line
• Answer, screen, and direct telephone calls; respond to routine inquiries and relay messages appropriately.
• Assist students and parents with routine questions and direct them to the appropriate counselor, administrator, or staff member.
• Receive and respond to emails and other correspondence directed to the guidance office.
• Maintain accurate, confidential, and up-to-date student records and guidance files in accordance with district procedures and applicable laws.
• Enter, update, retrieve, and verify student information in the district's student information system and other electronic databases.
• Assist with student enrollment, withdrawals, transfers, and registration activities.
• Assist counselors with student scheduling, schedule changes, course requests, and related documentation.
• Prepare student schedules, reports, lists, forms, correspondence, and other materials for the guidance department.
• Assist with the processing and distribution of report cards, progress reports, transcripts, records, and other student-related documents.
• Assist counselors in coordinating student meetings, conferences, testing, orientation activities, transition activities, and other guidance-related events.
• Process requests for student records and transcripts in accordance with district procedures and confidentiality requirements.
• Assist with maintaining and organizing cumulative records and other permanent student records.
• Exercise discretion and maintain confidentiality concerning student academic, personal, family, behavioral, and other sensitive information.
• Establish and maintain effective working relationships with students, parents/guardians, teachers, counselors, administrators, and other district personnel.
• Receive, sort, distribute, and process mail, forms, records, and other correspondence for the guidance office.
• Make copies, scan documents, prepare correspondence, file records, and perform other routine clerical duties.
• Maintain an organized, professional, and welcoming guidance office environment.
• Performs other duties as assigned by the building principal

Minimum Qualifications:

• High school diploma or equivalent
• Proficient in using applicable technology such as telephone systems, email, Google Suite
• Prior clerical experience preferred
• People and customer service oriented
• Highly organized
• Ability to prioritize multiple tasks and meet deadlines with frequent interruptions
• Ability to work with a high degree of confidentiality
• Ability to establish and maintain effective working relationships with a diverse population.
• Act 34, 151 and FBI clearances required upon employment