Administrative Secretary Guidance Office (40,767+)

Dorchester County Public Schools is accepting applications for the Administrative Secretary Guidance position located at Maces Lane Middle School. This twelve (12)-month full-time role provides administrative clerical and secretarial support of a general specialized technical sensitive and confidential nature to a school administrator.

The position supports the coordination of daily office operations to promote efficient workflow within the school environment. Responsibilities also include supporting the organization maintenance and reporting of student discipline and related data that is utilized by the school administrators Office of Student Services personnel state reporting requirements and the districts strategic planning efforts as appropriate to the role.

Successful performance in this position requires the ability to balance collaboration with independent work exercise discretion in handling confidential information and adapt to the demands of a fast-paced school office setting. The role is designed to support both administrative functions and broader school operational needs.

DUTIES:

• Coordinates the daily operations of the guidance office including maintaining schedules arranging appointments and organizing logistics for meetings conferences training hearings etc.
• Uses sound judgment and discretion in handling confidential and sensitive student family and personnel information in accordance with FERPA Board policy and departmental procedures.
• Prepares agendas and assembles materials for student support team meetings and conferences as directed.
• Maintains accurate and well-organized filing systems including active archived and locked confidential student records and processes incoming and outgoing correspondence in a timely manner.
• Provides clerical and administrative support to school administrators related to student grades by printing progress reports and report cards and related correspondence to families based on administrator provided decisions and documentation.
• Provides clerical and administrative support to school administrators related to student discipline by typing formatting and processing discipline letters notices and related correspondence to families based on administrator provided decisions and documentation.
• Ensures discipline related correspondence is prepared accurately distributed appropriately and filed in accordance with school and district record keeping requirements.
• Collaborate with the Office of Student Services school-based personnel by assisting with the preparation tracking and organization of documentation related to student services interventions disciplinary actions and compliance requirements as assigned.
• Serves as an administrative liaison between guidance staff school administrators the Office of Student Services and families by facilitating communication scheduling meetings and routing inquiries to the appropriate personnel.
• Addresses parental and community concerns with professionalism tact and empathy while appropriately referring discipline related evaluative or service-related questions to administrators counselors or Student Services staff as needed.
• Places and receives telephone calls; records routes and follows up on messages related to guidance discipline and student services operations.
• Obtains gathers compiles and organizes data related to guidance attendance discipline and student services and prepares information in usable formats for administrators and Student Services personnel.
• Composes types and processes routine and confidential correspondence reports notices and memoranda from draft form electronic recordings or administrator direction for review and approval.
• Maintains guidance office budget records and assists with budget development monitoring and purchasing processes as assigned.
• Compiles maintains and submits required reports and documentation within established timelines to support school Student Services and district reporting requirements.
• Performs other duties as assigned by the supervisor consistent with program requirements school needs and district procedures.

QUALIFICATIONS:

• Knowledge of or ability to learn the functions procedures organization policies and procedures of the Dorchester County Public Schools system.
• Working knowledge of modern office procedures and equipment; of various software programs; of the principles of office management; and of standard record maintenance
• Ability to make decisions in accordance with precedents rules and regulations; to apply Board policy to daily work problems; to exercise good judgment courtesy and tact in dealing with people on the telephone and in person; to work independently on difficult or complex clerical or routine administrative tasks; to explain policies rules regulations and procedures to others; and to work independently on complex and confidential secretarial
• High school diploma or G.E.D. certificate required; Associate degree in related area preferred.
• Familiarity and ability to utilize PowerSchool student information system and other related student information systems preferred.
• Proficiency in typing computer and word processing skills including PowerPoint and Excel office practices business English and business mathematics.
• Three (3) years of successful secretarial experience with increasing responsibilitiespreferred; bachelors degree may be substituted for experience.

Please Note:

Meeting the minimum qualifications does not guarantee an interview. Internal candidates will be considered alongside external applicants and only those whose qualifications most closely match the needs of the position will be contacted for an interview.

Required Experience:

Junior IC