Guidance Clerk (Reception) IHS (FT 10 Month) Office Clerk III

POSITION VACANCY

POSTING DATE ï½ July 23 2026

West Irondequoit Central School District is in compliance with the U.S. Civil Service Rights Act of 1964 and the TITLE IX Educational Amendments of 1972 Part 86. The School District provides equal employment opportunity to all individuals and does not discriminate on the basis of race color religion national origin ancestry gender age disability sexual orientation veteran military status or domestic violence victim status. Any student parent employee or the general public that has an inquiry regarding the non-discrimination policy may direct the inquiry to:

Title IX Coordinator
West Irondequoit CSD
321 List Avenue
Rochester New York 14617

West Irondequoit Central School District

JOB DESCRIPTION

Counseling Center Clerk

PRIMARY RESPONSIBILITY

Performs a wide variety of clerical duties in the High School Counseling Center which requires an understanding of department methods procedures and objectives.

Job Duties:

• Coordinate workflow for the department and special project.

• Answer switchboard take messages and transfer calls. Greet and direct incoming visitors. Interface with students screen and respond to questions prior to referring to counselors make appointments.

• Provide secretarial support for counselors i.e. register counselors for conferences and do appropriate paperwork type recommendations/agendas/letters/calendars/ student ID letters/presentations divide interim reports and information sheets for counselors call students from classes.

• Preparation and distribution of PPS agendas note taking during meetings distribution of meeting minutes and maintains database for referrals.

• Update 504 plans and database. Distribute 504 plan to teachers and mail to parents with cover letter.

• Distribute state testing forms to teachers and maintain a binder for staff to access.

• Create Web pages for the department and update them on a weekly basis.

• Create forms and databases (504s summer school and work permits etc.)

• Generate progress reports homework requests home instruction requests.

• Prepare all work permits for the district maintaining database and log.

• Generate purchase orders maintain inventory & supplies.

• Computer assistance for staff.

• Assist teachers (locating students phone numbers and addresses).

• Locate and send passes for students. (Student of the Month appointments).

• Coordinates the enlargement process with BOCES for visually impaired students.

• Assist with the summer school and summer institute registration process.

• Maintain database of summer school and summer institute of attendees and grades.

• Schedule meetings reserve rooms.

• Generate requests for maintenance and repairs.

• Gather advertise and distribute forms and information for Drivers Education.

• Write and distribute advertisements on behalf of Irondequoit residents for student jobs.

• Review and disburse mail.

• Organize/create file folders.

• Maintain Counseling Center bulletin boards.

• Prepare all mailings and meeting packets for the department ï½ failure letters tutor mailings parent letters group seminars information nights etc.

• Create course selection reports for parents via mail merge with Infinite Campus.

• Accountable for knowing where all counseling center staff and faculty are at all times.

• Provide secretarial support for Special Testing Coordinator School Psychologist Social Worker and Youth Counselor.

• Backup to Records Clerk and for college applications/scholarships.

• Perform other duties as assigned.

SKILLS AND QUALIFICATIONS

• Per Civil Service-

  
  
  

OFFICE CLERK III

Code No.

COMPETITIVE

DISTINGUISHING FEATURES OF THE CLASS: This position is responsible for the independent performance of clerical duties requiring a moderate degree of decision-making. The use of a personal computer for word processing and database entry and manipulation is an integral part of this position. The work is performed in accordance with well-defined objectives policies and procedures but detailed instructions are given for new or difficult assignments. The work is typically submitted in its final form and is subject to general review by superiors. The employee reports directly to and works under the general supervision of a higher-level staff member. Does related work as required.

TYPICAL WORK ACTIVITIES: (All need not be performed in a given position. Other related activities may be performed although not listed.)

Prepares and formats legal documents certifications authorizations forms and other related paperwork;

Enters and extracts data and information from a database; Posts and maintains moderately difficult records requiring general knowledge of department or agency functions;

Processes applications prepares permits and licenses collects fees issues receipts and accounts for monies received;

Processes paperwork relating to areas such as payroll workers compensation forms and accident/incident reports;

Types materials from copy rough draft or other instruction;

Prepares and types correspondence on matters where policy and procedures are well-defined;

Reviews lists documents and applications for completeness and accuracy;

Compiles prepares types and reviews data for completeness and accuracy;

Performs searches for information in documents records files and computer databases;

Maintains databases;

Obtains and gives out information by telephone correspondence or in person;

Orders and distributes office supplies and maintains records of expenses;

Operates standard office machines such as a computer copier and fax machine;

Guides other clerks in the performance of routine phases of their work;

Maintains filing systems.

FULL PERFORMANCE KNOWLEDGES SKILLS ABILITIES AND PERSONAL CHARACTERISTICS: Good knowledge of office terminology practices procedures and equipment; good knowledge of business arithmetic; good knowledge of English grammar and punctuation; good knowledge of the techniques involved in record keeping; ability to utilize a personal computer for word processing database entry spreadsheets and other related computer software; ability to maintain a filing system; ability to work with forms; ability to prepare and type written communications arithmetic and standardized reports; ability to operate standard office equipment; ability to acquire familiarity with departmental or agency organization laws policies and regulations; ability to understand and carry out relatively complex oral and written instructions; ability to communicate orally and in writing; ability to deal with the public; good judgment; physical condition commensurate with the demands of the position.

MINIMUM QUALIFICATIONS: Graduation from high school or possession of an equivalency diploma plus EITHER:

(A) Successful completion of at least thirty (30) credit hours from a college or university; OR

(B) One (1) year paid full-time or its part-time equivalent office clerical or secretarial experience*; OR

(C) An equivalent combination of education and experience as defined by the limits of (A) and (B) above.

*Experience as a Teller Cashier or Sales Clerk will not be considered appropriate experience for the purposes of these minimum qualifications.

NOTE: Your degree must have been awarded by a college or university accredited by a regional national or specialized agency recognized as an accrediting agency by the U.S. Department of Education/U.S Secretary of Education. If your degree was awarded by an educational institution outside the United States and its territories you must provide independent verification of equivalency. A list of acceptable companies who provide this service can be found on the Internet at You must pay the required evaluation fee.

SPECIAL REQUIREMENT: If you are appointed you will be required to possess a valid license to operate a vehicle in New York State or otherwise demonstrate your capacity to meet the transportation needs of the position. Monroe County Civil Service Commission

REVISED: December 19 1985

REVISED:June 5 1997

REVISED: January 3 2008

REVISED AND TITLE CHANGED: May 8 2008 FORMERLY: CLERK III WITH TYPING

REVISED: August 9 2018

REVISED: November 2 2023

AUTHORITY

• The Counseling Center Clerk is directly responsible to the High School Principal and district leadership.