Counselor Secretary
hace 17 horas
Marion
Provides administrative/secretarial services necessary to assist the Guidance Counselors. Promotes a positive image of the school through interactions with parents, students, staff, and community members. Essential Duties and Responsibilities: • Greet students, parents, visitors., • Schedule appointments with counselors; schedule parent conferences when needed., • Maintain strict confidentiality and project a professional image when handling sensitive and confidential situations and information., • Answer telephone and provide information to callers, screen and route calls to appropriate person., • Compose a wide variety of documents (e.g. correspondence, agendas, reports, etc.) to communicate information to school and district personnel, the public, state officials, etc., • Update student records, enter historical data for new students., • Create and maintain manual and electronic documents, file and record data (e.g. student records, cumulative folders, etc.) to provide up-to-date reference and audit trail., • Assist principals, teachers, school nurse, or parents in locating students., • Supervise students in the guidance office., • Participate in meetings, workshops and seminars as assigned., • Maintain a file of forms used by the department; retrieve student schedules, report cards, and pertinent information for students, counselors, teachers, parents, etc., • File documents and correspondence alphabetically, numerically, or by other classification; gather data from files and prepare reports of a routine nature; prepare form and routine letters relative to information contained in files and records., • Respond to inquiries from a variety of internal and external parties (staff, parents, students and public) to provide information and facilitate effective communication., • Schedule meetings as needed between outside agencies/organizations and students, teachers and/or parents., • Screen and route materials according to content of communications., • Assist in preparation and distribution of progress reports as directed., • Assist in preparation and distribution of report cards as directed., • Process work orders, requisitions and order supplies as needed., • Under the direction of the guidance counselor, prepare and disseminate school and student information such as class schedules, course offerings, etc., • Process ITBS/CATS testing and results as directed., • Assist in the enrolling and orientation of new students, provide the student and parents with appropriate information and documents; send for student records, input related information into databases as needed., • Assist in the withdrawal of students, collection of grades from the teachers and preparation of information for the receiving school., • Maintain, verify and document instances of student absences, if required by building., • Disseminate behavior Checklists to teachers and mental health professionals., • Transfer records., • Use technology to efficiently complete secretarial and/or clerical tasks., • Assist with registration days, open houses and parent-teacher conferences., • Regular and reliable attendance., • Other duties as assigned. Professional Standards: • Quality of Work, • Quantity of work, • Knowledge of job, • Creativity/Problem Solving, • Interpersonal Skills, • Dependability, • Professional Appearance, • Organizational Skills, • Technical Skills, • Written/Verbal Communication, • Managing Change/ Adaptability, • Professional Approach, • Flexibility, • Safety Supervisory Responsibilities: N/A Minimum Education or Experience: High school diploma required. Successful secretarial and clerical experience required. Knowledge, Skills and Abilities: • Cooperative and collaborative approach., • Effective and professional interpersonal skills., • Poise, tact and diplomacy., • Productive, appropriate and independent use of time., • Patience as to not get easily discouraged., • Complete assigned responsibilities in a timely and effective manner., • Knowledge of and adherence to District policies., • Working knowledge of a variety of computer software applications in work processing, spreadsheets, database and presentation software (MS Word, Excel, Power Point, etc.)., • Professional standards, methods and procedures, including business letter writing and report preparation., • Modern office methods, practices, procedures, including filing systems, telephone techniques, business forms, letter and report writing, proofreading and office equipment usage., • Must be able to work in a fast-paced environment with demonstrated ability to juggle multiple competing tasks and demands., • Ability to maintain confidentiality in daily operations., • Establish effective office procedures and systems., • Create and maintain complex recordkeeping procedures., • High level of organization and ability to prioritize., • Understand the organization and operation of the District and of outside agencies as necessary to assume assigned responsibilities., • Commitment to customer service., • Work effectively in a team environment., • Positive and professional interpersonal skills in dealing with students, staff, parents and the community., • Effectively adapt to changing situations within the workplace., • Desire and ability to engage in continuing education and professional development., • Accept, understand and follow directions and instructions. Physical Demands: • While performing the duties of this job, the employee is regularly required to see, stand, walk, sit, climb stairs (if relevant), and hear., • The employee is regularly required to make keyboard entries in a computer., • The employee is occasionally required to reach with hands and arms, stoop, kneel, or crouch., • The employee must occasionally lift and/or move up to 50 pounds., • Employee must be able to frequently work with interruptions during a work shift., • Employee must be capable of frequently working with co-workers with different personalities., • Employee must be willing to come into contact with body fluids such as urine, blood and nasal secretions and contagious diseases such as flu and the common cold., • Employee must be capable of working in a broad range of temperatures, humidity and other winter and summer environments. Work Environment: • The noise level in this environment is moderate, however due to the number of persons working in a limited amount of space, there can be distractions., • The environment is smoke-free and asbestos free., • There is air conditioning, though the distribution of heat and air conditioning is not always uniform in the work area., • By District Board policy, the district facilities and grounds are to be drug, alcohol and tobacco free zones.