Secretary Counseling

JOB TITLE: SECRETARY - COUNSELING

DEPARTMENT: Administration

REPORTS TO: Principal

FLSA STATUS/CLASSIFICATION: Non-Exempt; Level 5

SUPERVISORY DUTIES: None

APPROVED ON: 2/14/2023

SUMMARY: Performs a variety of administrative and clerical functions to ensure the effective operation of the department and accurate record keeping. Serves as an information resource to students staff and parents regarding counseling services and department capabilities.

ESSENTIAL DUTIES & RESPONSIBILITIES:

• Assist counseling office staff and Assistant Principal as required (screen visitors answering
• phones scheduling student appointments scheduling parent appointments with AP etc.)
• Respond to inquiries from various internal and external parties (e.g. staff parents
• students public agencies etc.)
• Answer phones/take messages for 4 counselors and Assistant Principal
• Send blackboard connect messages regarding counseling department announcements
• Give campus tours to prospective new students and families
• Walk parents through Calendly steps for appointments
• Write ECAP passes for appointments during school hours
• Assist parents or put parents in contact with their teachers when they have issues with a teacher
• Make copies for all necessary forms.
• Oversee and help office aides fill teacher copy requests
• Clear prior month scholarship newsletter and upload current newsletter on website
• Set up student paperwork including pre-registration of incoming 9 th graders from feeder
• schools.
• Enter new enrollments for Bradshaw Mountain High School and BMOA request records
• complete check off sheet for enrollments.

o Assist parents guardians students and staff with registration paperwork

o Track down and acquire student mark information consisting of

transfer/withdrawal grades and credits on transcripts/8 th grade certificate of

completion

o Obtain a withdrawal form from previous school

o See checklist for specific instructions on items needed.

o Enroll/enter student and parent information in Synergy

o Pass file on to the assigned counselor for parent contact and schedule set-up.

o Forward student information to Special Services Office at the District Office if they

have an IEP.

o Pass 504 information to coordinators for meetings with students/parents

• Check that teachers grades are posted at the end of each report card period so grades can
• go out to parents/students
• Collect hard copies of grades finals and answer keys at each semester check out.
• Operate ID card system for issuance of IDs to new students and replacement of lost IDs.
• Issue IDs for district employees and bus drivers/aides
• Oversee student aides for the purpose of developing their office skills and ensuring their
• understanding of established policies and procedures.
• Mark attendance when student office aides are absent
• Check students in to see counselors
• Assisting assistant principal when needed with a variety of tasks
• Helping the counselors with several items:

o Prepare mailings: senior letters and graduation information etc.

o Support counselors in the preparation of school functions such as AP testing ACT

CPR College fair financial aid night scholarship award night graduation summer

school.

o Merge student information onto summer school letters print post and mail

home to parents

• Follow up with seniors who did not attend the senior meeting so they can view
• graduation instructions DVD and schedule a time and location for them to view it
• Work with grad supply company to arrange campus visits for information parent nights
• and distribution.
• Prepare graduation packets for seniors and parents
• Answer parent graduation questions and try and solve ticket issues
• Collect graduation ticket request forms and collect signed Commencement Agreement
• form from each participating senior
• Distribute up to 10 complimentary tickets per senior
• Oversee handicapped seating and ticker tape of names for graduation
• Follow-up with students who did not pick up complimentary tickets
• YC Dual Enrollment

o Set up orientation meetings

o Help kids get Y# wish listed and registered

o Approve wish listing for dual students

o Enter GPAs and test scores to help students meet prerequisites for courses

o Help kids arrange Accuplacer testing if needed at YC

o Deal with all issues or struggles with dual classes

o Work directly with YC to solve student issues

o Send blackboard connect messages and reach out to students to encourage them

to finish steps by deadline

o Help with CTED registration approvals and gate when needed.

o Contact YC IT department to help students recover login information and the new

dual authentication process

• Back up nurse if needed and athletics when needed
• Help students who have trouble with their computer login/ contact IT for support

• ParentVUE

o Create activation key create parent letter download and email letter to parents

to set-up account

o Assist parents in resetting their password when needed

o Walk parent through ParentVUE process

StudentVUE

o Help students when account is disabled

o Set up student accounts when needed

o Explain instructions for username and password

o Contact IT for help if needed

• Cover the front desk when needed
• Help students and parents when assistance is needed and direct them to correct area
• for assistance.
• Greet and gather correct paperwork from DCS representatives to see students/call kids
• down/arrange for meeting place

KNOWLEDGE SKILLS & ABILITIES:

• Ability to operate standard office equipment
• Ability to communicate effectively verbally and in writing
• Ability to do perform multiple clerical functions simultaneously
• Ability to do detailed mathematical computations
• Ability to maintain confidentiality
• Produce accurate work and complete assignments with minimal supervision
• Ability to apply common sense understanding to solve practical problems and deal with a variety of situations
• Ability to work cooperatively and courteously with staff students parents and community members
• Knowledge of applicable Federal and State laws district procedures and Board policies
• Ability to handle confrontation and conflict without an emotional response

QUALIFICATIONS & REQUIREMENTS:

Education & Experience:

• High School diploma or equivalent
• 1 year previous office clerical experience preferred
• Experience with various modern office equipment and systems
• Any equivalent combination of training education and experience that meets minimum requirements
• Criminal justice/Fingerprint clearance

Computer Proficiency: Demonstrated general proficiency in computer programs such as Microsoft Excel Word and Google Suite. .

PHYSICAL DEMANDS The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

While performing the duties of this job the employee is required to reach with hands and arms. The employee is required to sit stand and walk. The employee may be required to move ten pounds and could occasionally lift or move up to twenty-five pounds.

WORK ENVIRONMENT:

Indoors and outdoors with exposure to all weather conditions and temperatures. The noise level in the work environment is generally moderate and may become excessively noisy at times. Contact with employees students and the public.

Disclaimer: The duties and responsibilities identified in this position description are illustrative only and are in no way intended to be a complete list of activities that may be required of an incumbent. The information contained in this job description is for compliance with the American Disabilities Act (ADA) and is not an exhaustive list of duties performed for this position. Additional duties are performed by the individual currently holding this position and additional duties may be assigned.

Required Experience:

Junior IC