Primary Purpose

Facilitate the efficient operation of the school counseling office and provide clerical services to professional staff.  Maintain current and accurate confidential student records.

 

 

Qualifications:

Education/Certification:

High school diploma or GED

Texas Notary Public

 

Special Knowledge/Skills:

Proficient typing, word processing, and file maintenance skills

Effective organizational, communication, and interpersonal skills

Ability to use personal computer and software to develop spreadsheets and databases, and do word processing

 

Experience:

Two years secretarial experience, preferably in a public education environment

 

 

Major Responsibilities and Duties:

 

Records, Reports, and Correspondence

 

1. Prepare requisitions, correspondence, and transcripts using typewriter or personal computer.
2. Prepare documents and lists for student honor roll, awards assemblies, and other student recognition programs.
3. Record student information, including test scores and final grades, on permanent records.
4. Create new student files and ensure completeness of records.
5. Assist with the registration of new students, including requesting and sending student records, setting up cumulative folders, and entering student data into appropriate databases or computer programs.
6. Assist with processing changes and adjustments to student schedules.

 

Reception and Phones

 

7. Serve as receptionist for counseling office.
8. Assist students, parents, and teachers including distributing testing, scholarship, and other college materials.
9. Assist counselor with scheduling of Admission, Review, and Dismissal Committee (ARD) meetings and appointments.

 

Other

 

10. Receive, distribute, and ensure security and confidentiality of materials.
11. Maintain college information library.
12. Maintains confidentiality.
13. Perform Notary services as needed.

 

 

 

 

Supervisory Responsibilities

None.

 

 

Equipment Used:

Computer, printer, copier, typewriter, fax machine, and shredder.

 

 

Working Conditions:

Mental Demands/Physical Demands/Environmental Factors:

 

Tools/Equipment Used: Standard office equipment including personal computer and peripherals

Posture: Prolonged sitting; occasional bending/stooping, pushing/pulling, and twisting

Motion: Repetitive hand motions including frequent keyboarding and use of mouse; occasional reaching

Lifting: Occasional light lifting and carrying (less than 15 pounds)

Environment: May work prolonged or irregular hours; occasional districtwide travel

Mental Demands: Work with frequent interruptions; maintain emotional control under stress

Occasional districtwide and statewide travel; frequent prolonged and irregular hours.

 

 

The foregoing statements describe the general purpose and responsibilities assigned to this job and are not an exhaustive list of all responsibilities and duties that may be assigned or skills that may be required.