Job Title:Student Services Secretary - Counselor

Exemption Status/Test:Nonexempt

Reports to:Principal/Counselor

Dept./School:High SchoolCampus

Primary Purpose:

The Student Services Secretary - Counselor provides comprehensive administrative clerical and logistical support to ensure the efficient and effective operation of the Counseling Department. This position serves as a crucial first point of contact for students parents and staff managing the flow of communication and information. The role is integral to the successful delivery of key counseling services from academic advising and standardized testing coordination to parent and community engagement contributing directly to the departments ability to support student success.

Qualifications:

Education/Certification:

High school diploma or GED

Special Knowledge/Skills:

Knowledge of general office procedures

Proficient keyboarding and file maintenance skills

Ability to use software to develop spreadsheets and databases and do word processing

Ability to follow verbal and written instructions

Ability to perform a variety of tasks often changing assignment on short notice with some direction

Effective organizational communication and interpersonal skills

Meticulous attention to detail in record-keeping scheduling and preparing materials.

Experience:

3 years experience in a clerical role (preferred)

Major Responsibilities and Duties:

The core functions of the Students Services Secretary - Counselor are diverse and essential for supporting the departments key initiatives. The responsibilities encompass a wide range of administrative communicative and logistical tasks that underpin student academic advising standardized testing programs and parent/community outreach. The following sections detail the primary categories of duties associated with this position.

Records Reports and Correspondence

1. Manage the reception area ensuring efficient traffic flow and providing initial assistance to students parents and visitors.
2. Perform essential clerical duties such as filing creating and organizing folders preparing copies of materials like Dual Credit (DC) packets and managing departmental orders and purchase orders.
3. Maintain departmental records by scanning and transmitting documents such as dual credit enrollment forms.

Student Parent and Community Communication

1. Disseminate information to students and parents by creating and distributing parent square posts emails informational flyers and notices for upcoming events.
2. Maintain the counseling departments webpage by posting updates event announcements and regularly updating the official scholarship list under the supervision of the counselor and Academic Advisor.
3. Coordinate appointments for parents and students with counseling staff.
4. Facilitate counselor-student meetings by locating and notifying students as required.
5. Assist students with basic inquiries regarding college applications (ApplyTx Common App) and financial aid (FAFSA).

Standardized Testing and Program Coordination

1. Manage the complete registration process for standardized tests including TSI PSAT SAT ASVAB and AP exams including generating receipts and tracking spreadsheets.
2. Verify and manage student consent forms for participation in special programs and events such as college representative visits and off-campus advising sessions.
3. Support departmental events such as parent nights and Lunch and Learn sessions by managing sign-ups and assisting with logistical preparations.

Data & Records Management

1. Track student check-ins and check-outs from the counseling office for attendance and data reporting purposes.
2. Create and maintain spreadsheets (Excel) as required for various departmental tracking needs.
3. Manage the intake of departmental paperwork including collecting forms from students and assisting in the organization of documentation for identifying at-risk students.
4. Cross-reference dual credit enrollment lists with student schedules and course requests to ensure data accuracy.
5. Assist with running departmental reports as needed
6. Provide general clerical support including word processing data entry filing and file maintenance.
7. Assist with the registration of new students including requesting and sending student records entering student data and ensure completeness of records.
8. Process changes and adjustments to student schedules.
9. Maintain complete and accurate student records including test scores and final grades on permanent records.

Reception and Phones

1. Handle all incoming departmental communications including answering phone calls taking messages and directing inquiries to the appropriate counselor.
2. Assist counselor(s) with scheduling of meetings and appointments.

Other

1. Receive distribute and ensure security and confidentiality of testing materials.
2. Maintain confidentiality.
3. Follow district safety protocols and emergency procedures.

Supervisory Responsibilities:

None

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; frequent keyboarding and use of mouse; occasional reaching

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

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

This describes the general purpose and responsibilities assigned to this job and is not an exhaustive list of all responsibilities and duties that may be assigned or skills that may be required.

Required Experience:

Junior IC