Counseling Office Administrative Assistant

COUNSELING OFFICE ADMINISTRATIVE ASSISTANT

JACKSON HOLE HIGH SCHOOL

INSURANCE RETIREMENT PAID TIME OFF BENEFITS

191 DAYCALENDAR (08/21/2026-06/18/2027)

STARTING AT$46674.00 per year DOE

2026-2027 COMPENSATION PACKAGE FOUNDHERE

REPORTS TO:

Building Administrators & SSD Department Team Coordinator (DTC)

POSITION DESCRIPTION:

The Counseling Office Administrative Assistant provides comprehensive administrative and clerical support to the counseling department while fostering a welcoming supportive and confidential environment for students families staff and community members. This position serves as the primary point of contact for counseling office operations and assists with student records scheduling enrollment processes communication testing logistics and coordination of counseling services. The position requires strong organizational skills attention to detail professionalism discretion and the ability to manage multiple priorities in a fast-paced school environment.

ESSENTIAL JOB FUNCTIONS:

Office Operations and Event Logistics

• Serve as the primary point of contact for the counseling office managing daily inquiries coordinating counseling passes and accurately tracking student attendance codes.
• Coordinate logistics communications and scheduling for college representative visits student field trips/college tours and external speakers.
• Curate and maintain the physical and digital presence of the department including updating the counseling website managing small group calendars and designing office informational boards.
• Maintain community outreach resources by communicating with local employers to post job opportunities and managing outside scholarship pipelines for students.
• Manage calendars and appointments for school counselors including organizing weekly schedules for students flagged for counselor interventions or follow-ups.
• Provide exceptional customer service and maintain confidentiality regarding student matters.

Information Systems and Communication Management

• Maintain accurate confidential student records and tracking spreadsheets (including online school external therapist and demographic data) within systems like PowerSchool.
• Facilitate student enrollment and academic pathways by processing registrations transfers concurrent enrollment forms transcript requests and graduation data.
• Oversee data management within college/career readiness platforms (e.g. SCOIR/Xello or similar software) including uploading transcripts standardized test scores and generating decile or counselor reports.
• Execute targeted stakeholder communications by creating parent email lists and managing the timely distribution of grade-level newsletters and parent notifications (e.g. attendance letters grade updates scholarship information etc).
• Provide administrative backup and collaborative project support to department leadership counselors and staff.

Testing Logistics and Accommodations Support

• Coordinate standardized testing logistics including student registration stakeholder communication materials distribution and official proctoring duties.
• Support the day-to-day management and implementation of student testing accommodations by maintaining the request tracking system and coordinating schedules with teachers.
• Provide direct proctoring support for accommodated exams as needed to ensure compliance with student plans.
• Collaborate effectively with school personnel to maintain a safe supportive and highly organized testing and counseling environment.

Other

• Maintain positive working relationships with diverse populations.
• Keep administration and counseling staff informed of pertinent issues affecting office operations.
• Perform other duties as assigned.

KNOWLEDGE SKILLS & ABILITIES:

To perform this job successfully an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge skill and/or ability required to do so. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions

• Excellent written verbal and interpersonal communication skills.
• Ability to maintain strict confidentiality and handle sensitive information appropriately.
• Strong customer service skills and ability to work with students families and staff from diverse backgrounds.
• Strong organizational skills with the ability to prioritize multiple tasks and manage interruptions.
• Ability to exercise sound judgment and discretion.
• Proficiency with Microsoft Office Suite Google Workspace and student information systems.
• Ability to learn and utilize district software platforms and databases.
• Strong recordkeeping and data management skills.
• Knowledge of office procedures filing systems and business correspondence.
• Ability to work independently while maintaining collaborative relationships.
• Bilingual English/Spanish skills preferred.

EDUCATION LICENSURE CERTIFICATION OR FORMAL TRAINING:

• High School Diploma or equivalent required.
• Associates Degree Bachelors Degree or related post-secondary training preferred.
• Minimum of two years of clerical administrative support customer service or related experience preferred.
• School district experience preferred.
• Any combination of education and experience that demonstrates the ability to successfully perform the responsibilities of the position.

SCHEDULE:

• Generally 8:00am to 4:00pm Monday ï½ Fridays.

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 this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Vision: (which may be corrected) to read small print; view a computer screen for prolonged periods. Hearing: (which may be corrected) to answer telephones; to tolerate noisy conditions.
• Speech: to be understood in face-to-face communications; to speak with a level of proficiency and volume to be understood over a telephone.
• Upper Body Mobility: use hands and fingers to feel grasp and manipulate small objects; manipulate fingers twist and bend at wrist and elbow; extend arms to reach outward and upward; use hands and arms to lift objects; turn raise and lower head.
• Lower Body Mobility: bend at waist; stoop; sit for prolonged periods of 1 hour.
• Strength: to lift push pull and/or carry objects which weigh as much as 15 pounds on an occasional basis; to lift push pull and/or carry objects which weigh as much as 25 pounds on an occasional basis.
• Environmental Requirements: encounter constant work interruptions; work cooperatively with others; work independently; work indoors.
• Mental Requirements: read write understand interpret and apply information at a moderately complex level essential for successful job performance; understand apply and interpret information; the ability to process information quickly; learn quickly and follow verbal procedures and standards; give verbal instruction; rank tasks in order of importance; copy compile and coordinate information and records; decision-making skills.

WORK ENVIRONMENT:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is normally low to moderate but may become loud when large groups are together in a room. The employee may be required to move from room to room and may have to maneuver in crowded hallways. Duties are typically performed indoors and occasionally outdoors such as playground duty or when students are boarding or unloading buses. The employee may be exposed to unpredictable weather conditions. This position is typically performed in a hazard free clean and healthy environment.

DISCLAIMER:

This job description identifies primary responsibilities and is not intended to be a complete list of all tasks and activities. This job description is subject to change in response to student demographics staffing factors funding variables modified operating procedures and/or program/curriculum changes as directed by the Superintendent(s) or designee(s) of Teton County School District #1.

NOTICE OF NONDISCRIMINATION:The Teton County School District does not discriminate on the basis of age sex race color religion national origin sexual orientation gender identity or disability in admission or access to or treatment or employment in its programs and activities. Any person having inquiries concerning the schools compliance with the regulations implementing the Americans with Disabilities Act (ADA) or Section 504 of the Rehabilitation Act of 1973 (Section 504) is directed to contact the Civil Rights Compliance Officer (Communications Coordinator) at the office of the School District or PO BoxGregory Lane Jackson WY 83001.