Counseling Clerk; Workdays

Position: Counseling Clerk (222 Workdays)
Primary Purpose

The Counseling Clerk provides administrative and technical support to the school counseling department. This role combines responsibilities of a traditional high school registrar and counseling clerk, with a strong emphasis on directly supporting counselors with clerical and administrative functions. Key duties include student records management, transcript review, data entry, and supporting graduation tracking. A significant portion of this role involves processing course completions, schedule changes, and endorsements within the student information system.

This position operates in a high-demand, fast-paced environment and requires a high level of accuracy, organization, and the ability to manage multiple priorities simultaneously while supporting a large volume of student records across multiple campuses.

This position is a central office based position and plays a critical role in ensuring the accuracy of student academic records and supporting student success through effective coordination with the counseling department. The ideal candidate is detail-oriented, highly organized, adaptable, and thrives in a fast-paced, high-volume environment with a strong focus on supporting counselor operations.

Qualifications (Education/Experience):

* High school diploma or equivalent require

* Associate's degree or higher preferred

* Minimum of 1-3 years of clerical, administrative, or data entry experience (school-based experience preferred)

Required Skills & Competencies

* Strong technology skills, including proficiency in Microsoft Excel, Word, and Google Workspace

* Experience or ability to learn student information systems (e.g., Skyward)

* Excellent data entry skills with high attention to detail and accuracy

* Strong organizational and time management abilities

* Ability to efficiently manage and prioritize a large volume of student records and scheduling transactions across multiple campuses

* Ability to work in a fast-paced, high-volume environment with frequent interruptions

* Ability to meet deadlines with minimal supervision

* Effective communication and interpersonal skills

* Ability to handle confidential information with discretion

Required Knowledge

* Proper English usage, grammar, spelling, vocabulary, and punctuation.

* Modern office methods, procedures, and practices, including filing systems, business correspondence, and telephone techniques.

Key Responsibilities

Counselor Support & Scheduling Functions

* Provide direct clerical and administrative support to school counselors

* Process course completions, schedule changes, and student endorsements in the student information system (e.g., Skyward)

* Assist counselors with maintaining accurate student schedules and academic records

* Support documentation and tracking of student academic plans and progress toward graduation

Student Records & Data Management

* Maintain accurate and up-to-date student records in the student information system (SIS)

* Perform high-volume data entry with strong attention to accuracy and deadlines

* Assist with enrollment, withdrawals, and records requests in compliance with district and state guidelines

Transcript Review & Graduation Tracking

* Review and audit student transcripts for accuracy and completeness

* Support counselors in monitoring student progress toward graduation requirements in the state of Texas

* Identify discrepancies in credits, courses, or records and communicate findings to counselors

* Assist in preparing graduation reports and documentation

Compliance & Confidentiality

* Ensure adherence to district policies, FERPA, and Texas state regulations regarding student records

* Maintain strict confidentiality of student information

* Other duties as assigned

Supervisory Responsibilities:

None.

Equipment Used:

* Office equipment and tools: calculator, computer, printer, copier, fax, multiline telephone, and other equipment and platform applicable to the position.

Mental Demands/Physical Demands/Environmental Factors:

* Work with frequent interruptions, work with frequent deadlines, and maintain emotional control under stress. Occasional prolonged or irregular hours. Regular district wide travel to multiple work locations as assigned; moderate lifting and carrying.

TEXANS CAN ACADEMIES is an Equal Opportunity Employer