Guidance Secretary

TITLE: Guidance Secretary - MIHS REVISED 01/11/24 APPROVED 02/26/24

QUALIFICATIONS:

1. High school diploma required.
2. Post secondary business or secretarial experience necessary.
3. Strong background and expertise in the use of computers using Microsoft Word PowerPoint
Excel as well as knowledge of the Districts student based computer system.
4. Excellent interpersonal skills and experience working with students parents and personnel
from various schools and agencies.
5. Excellent organizational and time management skills.
6. Ability to multitask while working in a fast-paced environment necessary. This entails
multiple large mailings heavy phone usage and approximately 1000 visitors per month.
7. Maintain strict confidentiality of student and District matters.
8. Such alternatives to the above as the Board may find appropriate and acceptable.

REPORTS TO: Guidance Counselors and Principal

JOB GOAL: Responsible to represent the school building and District in a positive way to
students staff parents and the community. Performs work within the Guidance Office and building
that assists in creating high levels or organization efficiency of operations while maintaining
confidentiality of student and District matters.

PERFORMANCE RESPONSIBILITIES:
1. Perform general office duties including attending to students with questions regarding their
schedule grades PSAT/Keystone testing and needing emotional support from counselor
psychologist or SAP counselor.
2. Handle telephone calls from parents agencies and guidance personnel from other districts for
enrollment verification student well-being summer school community service etc. Type
correspondence create spreadsheets and work with the public.
3. Assist counselors in all office procedures.
4. Start of the school year coordinating the inventory and filing of incoming 9 grade student
files coming from District Middle Schools and boxing and sending outgoing 11th grade files to
McDowell High School.
5. Maintain student permanent files including filing recording change of addresses and awards and
staying current with new laws and policies regarding student records.
6. Complete daily requests of records by sending academic documents to other schools NCAA
Clearinghouse law offices colleges and universities Social Security Disability Determination
Achievement Center Juvenile Probation etc. for all current students or students who previously
withdrew in 9 or 10 grade.
7. Generate ad hoc report each mid-quarter requesting listings from teachers to identify students
with D or F grades. Copy and compile then provide to the appropriate guidance counselor.
8. Send collect and compile failure lists to teachers each semester and assist with organization
of letters and listings to complete the failure notification procedure at the end of the school
year in a timely manner to accommodate summer school registration.
9. Work with the student ambassador program consisting of the teacher nomination and voting
process ordering t-shirts and creating and maintaining detailed student listings to be used for
the shadowing program. Generate and maintain passes permission forms and student sign in sheets
to be referenced for fulfillment of community service hours.
10. Oversee student shadowing process including identifying appropriate student ambassadors to
serve as shadowing guides creating shadowing students schedule for the day creating lunch
passes coordinating time and area for counselor/ISA presentation and ordering small gifts to be
dowing students.

11. Process all change of status change of address and request for student records which requires
constant updates in Infinite Campus and in student permanent records.
12. Mail letters to parents before and after Keystone testing. Generate listings and passes to
coordinate the day.
13. Field calls and visits from parents and students for the purpose of obtaining activation codes
resetting of passwords or need of troubleshooting throughout the school year.
14. Maintain schedule for Guidance conference room through Outlook.
15. Create purchase orders for supplies and books through CSIU and maintain inventory of office
supplies. Complete budget request forms for each MIHS Guidance account and submitting forms for
entry.
16. Process all 504 plans and coordinating conference room for yearly meetings between the
psychologist parents teachers nurse and counselors.
17. Maintain office equipment including ordering toner and placing I.T. requests when necessary.
18. Generate report cards at end of year to file in permanent file.
19. Compile data for various state and federal reports throughout the year.
20. Update all brochures and handouts to be distributed to new enrollees during 9 Grade
Orientation Showcase to parents of students with 504 plans and Open House.
21. Purge permanent records per the Family Educational Rights and Privacy Act.
22. Any other duties assigned by the Superintendent or their designee.

POSITION SPECIFICATIONS:

PHYSICAL DEMANDS:
1. Ability to sit and talk and hear.
2. Ability to stand; walk; climb or balance; stoop kneel crouch or crawl and move quickly when
necessary to promote student learning and/or safety.
3. Must be able to lift and/or move up to 25 pounds. Over 25 pounds requires assistance.
Reasonable accommodations may be made to enable individuals with disabilities to perform the
essential functions.

SENSORY ABILITY:
1. Ability to speak clearly and distinctly.
2. Auditory acuity to be able to use telephone.
3. Visual acuity to read correspondence and computer screen.

WORK ENVIRONMENT:
1. Indoor and outdoor environments.

TEMPERAMENT:
1. Ability to work as a member of a team.
2. Must be courteous.
3. Must be cooperative congenial service oriented and promote these qualities in the building.
4. Ability to work in an environment with frequent interruptions.

COGNITIVE ABILITY:
1. Ability to follow written and verbal directions.
2. Ability to demonstrate good written and verbal skills.
3. Ability to effectively present information in one-on-one and small group situations to students
staff and other employees of the organization.
4. Ability to read write and do computations.
5. Ability to work independently and make work-related decisions.
6. Ability to complete assigned tasks with minimal supervision.
7. Ability to exercise good judgment in prioritizing tasks and problem solving.

8. Ability to use correct grammar sentence structure and spelling.
Guidance Secretary MIHS page 3 of 3 APPROVED 02/26/24

9. Ability to communicate effectively at all organizational levels.
The information contained in this job description is for compliance with the American with
Disability (A.D.A.) and is not an exhaustive list of the duties performed for this position.
Additional duties are performed by the individuals currently holding the position and additional
duties may be assigned.

TERMS OF EMPLOYMENT: Work year and salary in accordance with the agreement between the
District and the Millcreek Association of Educational Secretaries Meet and Discuss Agreement.

EVALUATION: Performance will be evaluated annually by the Principal or their designee.