2025-2026 High School Administrative Assistant Counseling - Kickapoo High School

Job Title: High School Administrative AssistantCounseling

Department: Kickapoo High School

Pay Grade: C141

FLSA Status: NonExempt

Reports to: Principal High School

GENERAL PURPOSE

Responsible for providing a wide variety of complex and confidential administrative and secretarial support to the assigned administrator(s); conveying information regarding department functions and procedures; ensuring efficient operation of support functions; and coordinating assigned projects and site activities.

ESSENTIAL JOB FUNCTIONS

• Ensures familiarity with and current knowledge of program needs and requirements to support effective efficient and quality operations on an ongoing basis.
• Compiles and maintains materials and data to prepare and support program operations and improvements including compliance with state federal and local program requirements.
• Independently performs a variety of complex office and clerical work for administrators and staff. Assists as the primary office support for administrators at the department level or equivalent such as word processing financial recordkeeping scheduling calendaring arranging meetings etc.
• Deals with nonroutine matters requiring research investigation or analysis and knowledge of departmental issues and address appropriately.
• Exercises judgment and independent thinking relative to anticipating requirements of administrators and staff for information assembles information for upcoming reports and tracks events or situations to keep administrators and staff informed.
• Receives and greets visitors interact professionally and courteously providing exceptional service.
• Communicates effectively with staff parents students and patrons of the district.
• Proficient in the operation of office equipment.
• Manages telephone systems answering screening transferring and responding to calls and inquiries.
• Attends department and/or inservice meetings conveying and/or gathering information required to perform functions.
• Compiles maintains and prepares data for preparing reports or processing requests.
• Coordinates assigned projects and/or program components completing activities and/or delivering services in a timely fashion.
• Initiates the student enrollment process by requesting records scheduling guidance appointments registering students as necessary and/or by collaborating with the registrar to support timely enrollment.
• Maintains inventory of supplies and materials ensuring items availability.
• Maintains documents files and records providing uptodate information and/or historical reference in accordance with established administrative guidelines and legal requirements.
• Prepares and maintains a variety of correspondence reports and other materials documenting activities providing written reference and/or conveying information.
• Processes a variety of documents and materials disseminating information in compliance with established administrative and legal requirements.
• Maintains confidentiality as required by Board of Education policy and/or state or federal law.
• Researches assigned topics providing information that address the guidance and counseling operations.
• Responds to inquiries from a variety of internal and external parties providing information and/or direction.
• Provides support for assigned administrator including coordination of schedules events and meetings.
• Supervises student office workers providing guidance and meeting work requirements.
• Maintains work area in good order with needed materials information and resource information for visitors.
• Reconciles account balances for assigned budget categories maintaining accurate account balances.
• Compiles and maintains current program information and materials to support daytoday operational needs for providing reference information.
• Supports and enforces safety procedures for the work area.
• Performs general clerical functions scheduling copying faxing data entry filing mail etc.
• Participates in unit meetings training workshops professional learning etc. conveying and/or gathering information required to perform job functions.
• Performs other duties as required / assigned.

QUALIFICATIONS AND REQUIREMENTS

Education and Experience

• High School Diploma or its equivalent.
• Minimum of four 4 years of job related experience with increasing levels of responsibility is required.

Certificates Licenses and Other Special Requirements

• Must pass a Criminal Background Clearance the results of which must be satisfactory to the District required.

Knowledge Skills and Abilities

• Knowledge of basic math including calculations using fractions percentages and/or ratios; read a variety of manuals write documents following prescribed formats and/or present information to others; and solve practical problems.
• Knowledge based competencies required to satisfactorily perform the functions of the job include accounting/bookkeeping principles; business telephone etiquette; common office machines; and concepts of grammar and punctuation; and office methods and practices.
• Skill to perform multiple technical tasks with a need to routinely upgrade skills in order to meet changing job conditions.
• Skill based competencies required to perform the functions of the job including operating standard office equipment; performing standard bookkeeping; preparing and maintaining accurate records; and using pertinent software applications.
• Ability to analyze situations to define issues and draw conclusions.
• Ability to schedule a number of activities meetings and/or events; gather collate and/or classify data; and use jobrelated equipment.
• Ability to work with others under a wide variety of circumstances; working with data utilizing defined but different processes; and operate equipment using defined methods.
• Ability to work with diverse of individuals and/or groups; work with data of widely varied types and/or purposes; and utilize jobrelated equipment.
• Ability to analyze issues and create action plans.
• Ability to collaborate and communicate effectively with internal and external stakeholders.
• Ability to apply critical thinking/problem solving to improve work processes.
• Ability to maintain confidentiality; set priorities; meet deadlines and schedules; work with detailed information; and adapt to changing priorities.
• Ability to set high expectations for self and others; set and monitor progress toward goals; and utilize and offer effective feedback for continuous improvement.
• Ability to work as part of a team; adapt to changing priorities; and apply logical processes and analytical skills.

Working Conditions and Physical Requirements

• Work environment is primarily inside where the noise and temperature levels are moderate.
• The work is sedentary work that requires exerting up to 20 pounds of force occasionally and/or up to 10 pounds of force to move objects.
• Must possess the physical ability to perceive the nature of sounds make rational decisions through sound logic and deductive processes express or exchange ideas by the spoken word substantial movements (motions) with the hands wrists and/or fingers and discern letters or numbers at a given distance.
• Additionally the following physical abilities are required: balancing climbing crawling crouching feeling grasping handling hearing kneeling manual dexterity mental acuity reaching repetitive motion speaking standing stooping talking visual acuity and walking.