Counseling Secretary - HHS (2024-2025 School Year)

POSITION SUMMARY:

Perform clerical duties relative to the guidance office and assist the guidance counselors as needed.

QUALIFICATIONS:

1. Ability to work independently and maintain confidentiality.
2. Computer data entry and word processing proficiency as well as general clerical skills.
3. Effectively demonstrates the ability to perform the essential functions.
4. Experience working directly with individuals and families from diverse racial, ethnic, and socioeconomic backgrounds.
5. Familiarity with equity and inclusion frameworks.  Models non-discriminatory practices in all activities.  Respects the worth, dignity and individual differences of others.
6. Excellent written and verbal communication skills and the ability to present to diverse audiences to foster professional relationships and express and/or exchange ideas.  
7. Excellent interpersonal skills.
8. Proficiency in the use of a variety of office/instructional equipment and technology with experience using Microsoft Office, Google Workspace, and email.
9. Demonstrated leadership qualities and personal characteristics necessary for working effectively with students, teachers, administrators, and the community.

ESSENTIAL FUNCTIONS:

1. Assist counseling staff and serve as the office secretary in helping students, parents, and faculty.
2. Collect and organize data pertinent to maintaining complete cumulative and confidential records on each student active in the school.
3. Enter computer data necessary for student scheduling and maintenance of the master schedule, teacher file, demographics, etc.
4. Print scheduling materials and update as changes are made.
5. Assist in generating and distributing report cards and grade reporting data.
6. Coordinate with attendance clerk information regarding students entering and withdrawing throughout the school year.
   
7. Prepare materials for student orientation, including course descriptions, registration sheets and folders for enrollment of new students.
8. Receive and orient new students when counselors are unavailable; create cumulative and confidential folders and request records from former school.
9. Forward transcripts to new school when students transfer.
10. Perform typing, filing, and other general clerical duties as needed.
11. Update student health concerns and convey this information to appropriate teachers.
12. Coordinate referrals and process special education paperwork for Child Study Team meetings and Eligibility meetings.
13. Update elementary school records and transfer eighth grade student records to the high school.
14. Issue work permits to students upon being properly authorized by the Virginia Department of Labor and Industry.
15. Takes all industry standard precautions to protect students, staff, equipment, materials, and facilities.
16. Maintains appropriate state licensure; assumes responsibility for and participates in staff development (professional growth) and training to keep materials, supplies, and skills up-to-date.
17. Follows appropriate safety procedures and properly maintains equipment.
18. Actively participates in and attends all required meetings.
19. Maintains confidentiality when appropriate.
20. Complies with and supports school division policies, regulations, procedures, and the HCPS Strategic Plan.
21. Effectively performs other duties as assigned by immediate supervisor.

PHYSICAL DEMANDS / WORK ENVIRONMENT:

Light work, lifting up to 25 pounds occasionally, and/or up to 10 pounds frequently.  Regular travel throughout the school and effectively interact with students, staff, and the school community.  Regular contact with staff members is required.  Not substantially exposed to adverse environmental conditions.

EVALUATION:

Performance will be evaluated in accordance with school board policy and administrative regulations on the evaluation of administrative or licensed personnel.

The above is intended to describe the essential functions of and requirements for the performance of this position.  It is not to be construed as an exhaustive statement of the duties, responsibilities and requirements of this position.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions and meet the demands of this position.