Counseling Clerk (222 Workdays)

Primary Purpose

The Counseling Clerk provides administrative and technical support to the school counseling department. This role combines responsibilities of a traditional high school registrar and counseling clerk with a strong emphasis on directly supporting counselors with clerical and administrative functions. Key duties include student records management transcript review data entry and supporting graduation tracking. A significant portion of this role involves processing course completions schedule changes and endorsements within the student information system.

This position operates in a high-demand fast-paced environment and requires a high level of accuracy organization and the ability to manage multiple priorities simultaneously while supporting a large volume of student records across multiple campuses.

This position is a central office based position and plays a critical role in ensuring the accuracy of student academic records and supporting student success through effective coordination with the counseling department. The ideal candidate is detail-oriented highly organized adaptable and thrives in a fast-paced high-volume environment with a strong focus on supporting counselor operations.

Qualifications (Education/Experience):

• High school diploma or equivalent require
• Associates degree or higher preferred
• Minimum of 13 years of clerical administrative or data entry experience (school-based experience preferred)

Required Skills & Competencies

• Strong technology skills including proficiency in Microsoft Excel Word and Google Workspace
• Experience or ability to learn student information systems (e.g. Skyward)
• Excellent data entry skills with high attention to detail and accuracy
• Strong organizational and time management abilities
• Ability to efficiently manage and prioritize a large volume of student records and scheduling transactions across multiple campuses
• Ability to work in a fast-paced high-volume environment with frequent interruptions
• Ability to meet deadlines with minimal supervision
• Effective communication and interpersonal skills
• Ability to handle confidential information with discretion

Required Knowledge

• Proper English usage grammar spelling vocabulary and punctuation.
• Modern office methods procedures and practices including filing systems business correspondence and telephone techniques.

Key Responsibilities

Counselor Support & Scheduling Functions

• Provide direct clerical and administrative support to school counselors
• Process course completions schedule changes and student endorsements in the student information system (e.g. Skyward)
• Assist counselors with maintaining accurate student schedules and academic records
• Support documentation and tracking of student academic plans and progress toward graduation

Student Records & Data Management

• Maintain accurate and up-to-date student records in the student information system (SIS)
• Perform high-volume data entry with strong attention to accuracy and deadlines
• Assist with enrollment withdrawals and records requests in compliance with district and state guidelines

Transcript Review & Graduation Tracking

• Review and audit student transcripts for accuracy and completeness
• Support counselors in monitoring student progress toward graduation requirements in the state of Texas
• Identify discrepancies in credits courses or records and communicate findings to counselors
• Assist in preparing graduation reports and documentation

Compliance & Confidentiality

• Ensure adherence to district policies FERPA and Texas state regulations regarding student records
• Maintain strict confidentiality of student information
• Other duties as assigned

Supervisory Responsibilities:

None.

Equipment Used:

• Office equipment and tools: calculator computer printer copier fax multiline telephone and other equipment and platform applicable to the position.

Mental Demands/Physical Demands/Environmental Factors:

• Work with frequent interruptions work with frequent deadlines and maintain emotional control under stress. Occasional prolonged or irregular hours. Regular district wide travel to multiple work locations as assigned; moderate lifting and carrying.

TEXANS CAN ACADEMIESis an Equal Opportunity Employer