Counseling Administrative Assistant-Mt. Spokane High School

Job Summary

The High School Counseling Administrative Assistant reports to the Building Principal/Program Administrator/Department Supervisor and works under the direction of the principal and school counselors. This role provides administrative and secretarial support, prepares and maintains accurate counseling data, serves as the first point of contact in the counseling center, and helps ensure efficient school operations.

• Greet and direct students, parents, visitors and public as appropriate to a counselor or other areas within the counseling office as needed.
• Provide a courteous, efficient, positive, and welcoming atmosphere to students, staff, parents, administration, and the community.
• Answer telephones, respond to inquiries, and direct and/or transfer callers to the appropriate person, taking and relaying messages accurately.
• Serve as administrative support to guidance counselors, including scheduling appointments for parent conferences, student requests, and creating new student transcripts.
• Maintain and update calendars and counselor appointments.
• Prepares correspondence, memoranda, bulletins, data tabulations and required district forms efficiently and accurately. Train, supervise, and monitor student office assistants.
• Assist counselors in resolving registration and scheduling issues.
• Assist new parents and students with the registration process during the school year. Collect forms and documents from parents.
• File Running Start verification forms.
• Assist parents and students in enrollment and withdrawal processes and procedures.
• Assist with posting and advertising scholarships.
• Organize Senior Award Night.
• Provide administrative support for annual graduation, including working with vendors, ordering materials, running reports, preparing diplomas, and organizing seating for graduation.
• Ensure all grades are entered, input changes as required, and run grading reports.
• Maintain confidentiality as required by State and Federal law and District and WIAA policy and procedures.
• Perform a variety of assignments, including coordinating college and military visitations, managing PSAT materials, processing records requests, background checks, ACT and SAT scores, along with maintaining various databases.
• Work as a team member helping with Special Education IEP’s for new students and providing counselor support.
• Maintain an accurate and efficient filing system.
• Provide general office support as needed.
• Perform related duties as assigned.

• AA Degree or equivalent education and/or work experience.

• Considerable knowledge of and ability to use Mac’s, PC’s, and related software.
• Demonstrated ability to independently respond to problematic situations and to remain calm under stress.
• Ability to maintain accurate records and enter and maintain data in automated systems.
• Ability to perform fiscal analysis and make projections.
• Ability to identify problems and to propose feasible solutions.
• Ability to develop and conduct training for staff.
• Ability to multitask and work independently.
• Strong organizational skills and the ability to work well under pressure and to meet deadlines.
• Strong interpersonal skills and the ability to work professionally with people at all levels.
• Excellent writing skills and demonstrated ability to develop written reports and action plans.
• Possess excellent spelling, grammar, punctuation, and composition skills.
• Demonstrated record‑keeping/filing skills and ability to work with figures.
• Demonstrated skills in written and oral communication and organizational ability.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Must be physically capable of kneeling, bending, standing and have the ability to lift up to 50 lbs., if necessary.

A typical school year consists of one hundred eighty (180) scheduled school days plus eleven (11) holidays and twenty‑one (21) days beyond the one…