Secretary II - School Counseling Secretary

This position organizes and coordinates a wide variety of clerical and other office functions and activities related to the administration of Guidance programs and operations; prioritizes and schedules duties and assignments of the Counselors to assure efficiency and effectiveness and meet established time lines.  

Responsibilities and tasks:  

• Provide administrative assistance to the Counselors; make schedules and arrange appointments, meetings and conferences as needed.  
  
  
• Coordinate and facilitate communications between District and site personnel, parents, students, school and community organizations as well as the general public regarding Guidance functions.  
  
  
• Communicate with a variety of site and District personnel and Counselors to coordinate Guidance operations, resolve conflicts and issues and exchange information as appropriate.  
  
  
• Assist Counselors with routine administrative matters as appropriate; independently compose letters, memoranda and other materials.  
  
  
• Prepare and maintain statistical and narrative reports; research, compile and organize information.  
  
  
• Type from notes, rough draft or verbal instructions a variety of written materials including correspondence, memoranda, calendars, records and reports.  
  
  
• Oversee training and provide work direction to student assistance and others as assigned.  
  
  
• Provide customer service and information to students, parents, teachers and site personnel; interpret, apply and explain District policies and school procedures and regulations.  
  
  
• Registration:  work with SAM and Counselors to facilitate registration and guide office staff in working together to prepare for, set up and carry out annual registration for all students.  
  
  
• Scheduling:  prepare accurate numbers on spreadsheet from Student Scheduling requests to be used to build staffing needs and Master Schedule.  Collaborate with SAM, Counselors and Principal in developing staffing numbers and entering sections into Powerschool for conflict runs as Master Schedule is devloped.  
  
  
• Update Powerschool student contact information as needed.  
  
  
• Update quarterly 504 reports and distribute updated copies to staff each quarter.  

Ability to:  

• Plan organize, coordinate and control Guidance group events and meetings.  
• Communicate effectively both orally and in writing.  
• Work cooperatively with others.  
• Establish and maintain cooperative and effective working relationships with others.  
• Prioritize and schedule work. 
• Train and provide work direction to others. 
• Analyze situations accurately and adopt an effective course of action.  
• Understand and work within the scope of authority.
• Meet schedules and time lines. 
• Plan and organize work. 
• Use computer proficiently.
• Complete work with ongoing interruptions.
• Work independently with little direction.
• Learn, interpret, apply and explain rules, regulations, policies and procedures.  
• Work confidentially and with discretion.  

210 day Letter of Assignment
Hours:  8 hours a day