Administrative Assistant, School Counseling

Job Overview:

An employee in this position is responsible for providing clerical services in School Counseling Office. Employees type correspondence process various reports and information greet visitors answer telephone inquiries and maintain files and records. The work involves handling and processing confidential information and directs students that require assistance. All important aspects of the work are subject to established procedures.

Roles and responsibilities:

The following information is intended to describe the overall nature and scope of the work being performed. This is not a comprehensive listing of all responsibilities or tasks; work may differ and other work may be assigned when deemed appropriate.

• Plans initiates and organizes administrative activities within the School Counseling Office.
• Services as the administrative assistant to the director of school counseling and support the school counselors.
• Manages inquiries made by parents staff members and visitors. Responds to the inquiries at the assistant level and provides the remaining to the director or the counselor.
• Prepares and or reviews correspondence requested by the director.
• Assists in the preparation of transcripts and college admission documentation.
• Conducts research requested by the director or school counselors.
• Assembles and maintains the students scholastic record.
• Prepares and processes various reports and information requested by the director.
• Retrieves and manipulates student information to create local state and federal required reports.
• Maintains files and records to include hardcopies and electronic files.
• Manages the Master Schedule for the School Counseling Office.
• Assists with enrolling students into the Student Information System manually or processes the online pre-registration; refers students to the Welcome Center and special education services; collects legal documents to maintain accurate data; assists families with activating ParentVUE system.
• Serves as the backup to the registrar and serves as the backup in the absence of the registrar or during high volume periods.
• Stays current on pupil accounting changes/requirements at the state and local level.
• Provides general office assistance to other school personnel.

Qualifications:

Below are the minimum qualifications for this job. Equivalent combinations of education and experience are also acceptable.

Education

High School Diploma or GED

Experience

Progressively responsible experience in performing general office clerical or administrative support work

Licenses and Certifications

NA

Knowledge Skills and Abilities

• Ability to post and maintain a set of accounts; to process varied accounting transactions; to reconcile accounts including tracing errors and resolving discrepancies; to search for select compile and summarize data; to interpret and apply instructions and guidelines to specific situations
• Ability to compose a variety of memoranda or letters from general instructions maintain complex records and to assemble organize and prepare data from records
• Ability to determine work priorities; to maintain confidentiality; to work independently; and to work effectively during periods of heavy workloads and tight deadlines
• Thorough knowledge of business English spelling general vocabulary and arithmetic
• Considerable knowledge of standard office equipment including desktop PCs scanners printers photocopiers and facsimile machines and software including Microsoft Access Excel Word and PowerPoint
• Good human relations and communications skills

Physical Requirements:
The following provides a brief description of physical requirements for this job:

While performing the duties of this job the employee is regularly talking expressing or exchanging ideas by means of the spoken word. The employee must convey detailed or important spoken instructions to other workers accurately loudly or quickly. The employee must possess normal cognitive abilities including the ability to learn recall and apply certain practices and policies. Frequently sitting and/or remaining in a stationary position for long periods of time. Exerting up to 25 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift carry push pull or otherwise move objects.

Reports to: Principal

FLSA: Non-Exempt Level 6

Months Days Hours: 10 months 198 days 8 hours

Salary Level: B/Universal-Non-Exempt Level 6

Salary Scale: