Guidance Secretary

Guidance Secretary
- Narragansett High School

Narragansett School System Narragansett High School - Narragansett, Rhode Island

The Guidance Secretary provides administrative and clerical support to the school counseling department. This position serves as the first point of contact for students, parents, staff, and community members seeking guidance services. The Guidance Secretary maintains student records, schedules appointments, coordinates office operations, and ensures confidentiality of sensitive student information.

Essential Duties and Responsibilities

• Administrative Support
• Provide clerical and administrative support to guidance counselors and department staff.
• Answer telephone calls, emails, and inquiries from students, parents, staff, and community members.
• Greet visitors and direct them appropriately.
• Schedule appointments and maintain counselor calendars.
• Prepare correspondence, reports, forms, and other documents.
• Other administrative assignments as requested to assist with the general operations of the school.
• Student Records Management
• Maintain accurate and confidential student records in accordance with federal, state, and district regulations.
• Process student enrollments, withdrawals, and transfers.
• Assist with transcript requests and distribution.
• Update student information in the school's student information system.
• Maintain cumulative student files and counseling records.
• Scheduling and Registration
• Assist with student course registration and scheduling processes.
• Enter and update course requests and schedule changes.
• Support counselors during registration periods and orientation events.
• Coordinate standardized testing information and documentation.
• Assist with CTE admissions/registrations
• Communication and Coordination
• Communicate with students, parents, teachers, administrators, colleges, and outside agencies as needed.
• Distribute guidance-related information, announcements, and materials.
• Assist with organizing parent meetings, workshops, college visits, and special events.
• Coordinate scholarship, college, and career information resources.
• Office Management
• Maintain office supplies and equipment.
• Organize and file documents and records.
• Assist in preparing reports and data for state and district requirements.
• Perform general office duties including copying, scanning, mailing, and filing.

Knowledge, Skills, and Abilities

• Knowledge of office procedures and administrative practices.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and student information systems.
• Power School knowledge preferred.
• Strong organizational and time-management skills.
• Excellent verbal and written communication skills.
• Ability to maintain confidentiality and handle sensitive information.
• Ability to multitask and work effectively in a fast-paced school environment.
• Strong interpersonal skills and ability to interact professionally with diverse populations.

Qualifications

• High school diploma or equivalent required; associate degree preferred.
• Previous clerical, administrative assistant, or school office experience preferred.
• Experience working with student information systems and educational databases preferred.
• Knowledge of school policies and procedures is desirable.

Physical Requirements

• Ability to sit, stand, and walk for extended periods.
• Ability to operate standard office equipment.
• Ability to lift and carry office materials up to 25 pounds occasionally.

Work Environment

• School office setting with frequent interaction with students, parents, faculty, and staff.
• Regular school-year schedule with occasional evening events as needed.

This position plays a vital role in supporting the academic, social, and career development services provided to students while ensuring efficient operation of the guidance department.

Position Type:
Full-time

Job Categories:
Support Staff >
Secretary