Snider | Guidance Secretary

Job Description

Perform a variety of clerical and secretarial duties to relieve the supervisor of clerical detail; coordinate flow of communications, correspondence, and information in support of assigned functions and activities.

Any combination equivalent to: graduation from high school and three years of clerical or secretarial experience involving frequent public contact. The employee must have strong office computer, public‑relations, and oral and written communication skills. Incumbents must possess knowledge of the terminology, practices, and procedures of the assigned office.

• Provide secretarial support services for Guidance Counselors and Administrators; assist in assuring smooth and efficient office operations; compose and type independently or from oral instructions, note or rough draft a variety of correspondence and other materials; review and proofread a variety of documents; duplicate, assemble, distribute, collect and verify accuracy and completeness of various documents.
• Coordinate flow of communications and information; initiate receive screen and route telephone calls; take retrieve and relay messages as needed; schedule and arrange appointments, conferences, meetings, projects and other activities; troubleshoot student schedule questions and general concerns; coordinate student enrollments and orientations; sort and distribute incoming mail, packages and materials as required; contact others to request documents as needed; prepare outgoing mail and materials for distribution.
• Receive visitors including administrators, staff and the public; provide assistance or direct to appropriate staff; respond to inquiries and provide assistance concerning operations, activities, time lines, policies and procedures related to assigned functions.
• Compile information and prepare and maintain a variety of records, logs and reports related to assigned programs, services and activities; establish and maintain Student Records and Counselor project filing systems; purge five‑year old records of all former students.
• Complete requests for graduate, current and withdrawn student transcripts, health records and general record information; send records to other schools and assist Education Verifications for companies and agencies.
• Complete preliminary work on financial aid applications, scholarship and college applications; create and distribute Guidance Scholarship Newsletter and maintain college and scholarship information bulletin boards; copy and file all scholarship applications and make announcements on availability; serve on Scholarship Committees; make appointments with college representatives and inform students of their presentation dates.
• Assist military recruiters with student appointments and lunch set‑ups; compile the school list required by military recruiters for student contacts; complete military student in‑good‑standing confirmation letters for students.
• Assist with all testing coordination as needed; maintain all SAT, ACT and other testing application packets; complete/coordinate information and applications for all special awards and recognitions; coordinate dual enrollment registration process and student verification; analyze student data to identify and recruit students for college readiness opportunities.
• Prepare and organize graduation diplomas; place AHD/Core 40 labels on diplomas; obtain birth certificates; maintain/update student records and state records for Academic Honors Diploma and Core 40 with State Student Commission of Indiana; acquire accurate information from all senior students for reporting data; organize and distribute cap/gown orders; prepare commencement attendance rosters; coordinate administrator gown inventory; prepare commencement program and parent information documents;
  
  manage commencement set‑up and inventory.
• Process student work permits; facilitate office intern and peer tutor programs; coordinate hearing tests; dispense medication in accordance with FWCS policies and physician instructions in the school nurse’s absence if requested.
• Coordinate and organize the Underclass and Senior Class Awards programs.
• Perform related…