School secretary

Title Code :

Secretary : Counseling Middle School

Job Details : This position is for the 2024-2025 school year

JOB SUMMARY

Performs varied secretarial and clerical duties in support of the functions of the guidance office within a middle school.

• Work involves receiving and screening students, parents, telephone calls and / or correspondence to the guidance office;
• scheduling student-counselor, parent-counselor, and parent-teacher conferences; registering and transferring of students;

preparation and maintenance of student folders and records; and typing a variety of forms, letters, notices, and correspondence relative to the functions of the guidance office.

Volume and nature of work follows the school cycle from enrollment to senior high entry level. Work of this class is distinguished from that of the School Secretary I by the greater level of difficulty and responsibility of work regarding the detailed processes, forms, policies, and procedures relative to student files and record keeping activities.

Employees exercise independence and good judgment for scheduling their work and exercise extreme tact in working with confidential information.

ESSENTIAL DUTIES / RESPONSIBILITIES

Receives and screens students, parents and / or visitors to the guidance office. Ascertains the nature of their visit.

Handles routine matters and details, accordingly.

• Registers new students. Interviews students / parents to acquire all necessary information.
• Prepares student cumulative folders. Assigns SIF number. Completes SIF forms. Prepares CR, SR, emergency, and bus cards, as needed.

Enters data in student records management system.

• Checks records of incoming students. Contacts schools of previous enrollment for records, test results, and files. Notifies administrators / teachers of all new entrants.
• Schedules and maintains counselor calendars. Issues passes to students. Resolves conflicts / cancellations. Notifies teachers by memo / note and all other parties, accordingly.
• Withdraws students. Routes withdrawal sheets to teachers. Completes appropriate records / forms.
• Summarizes and prepares records of students transferring to other schools. Assembles and relocates records to appropriate files.
• Answers, screens, and / or directs all telephone calls, mail, and / or correspondence to the appropriate person.
• Provides the general information concerning services and procedures of the guidance office. Handles routine matters accordingly.
• Types referrals. Prepares and distributes copies to appropriate persons. Maintains Log Book for same.
• Prepares, types and reproduces a wide variety of forms, notices, letters, and correspondence used by the guidance office.

Revises forms as needed.

• Maintains and updates student guidance folders and records. Establishes confidential files as needed. Codes and color indexes records accordingly.
• Assists teachers, students, and parents concerning homework assignments for absence due to illness.
• Maintains supply of work permits, verifies, and validates same for students. Maintains supply of Social Security Number applications.

Maintains records on Home Teaching.

• Assists in maintaining and updating for distribution the confidential medical list.
• Keeps up-to-date logs / school rosters / listings of all new students, active students, and withdrawals. Prepares and types reports for same, as assigned.
• Assists and assigns duties to volunteers.
• Maintains records on summer school and follow-up on student performance. Notify counselor or high school of student results.
• Processes referrals for home teaching
• Performs other related duties as assigned within the same classification or lower.

MINIMUM QUALIFICATIONS

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, skills, and / or abilities required.

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

Education

High School Diploma or Equivalency Certificate required.

Experience

• Three (3) years progressively responsible general clerical office experience required.
• One (1) year experience with school operations at the School Secretary I level that included detailed record keeping / record management work preferred;
• Or an equivalent combination of education and experience which provides the required knowledge, skills, and abilities deemed sufficient to prepare the applicant to successfully perform the duties of the position.

Knowledge, Skills, Abilities and Other Characteristics

• Considerable knowledge of Board of Education and school operations, policies, and procedures.
• Ability to use school based financial, student, and human resources records management systems.
• Considerable knowledge of modern office practices and procedures, business English, spelling, and commercial arithmetic.
• Ability to exercise courtesy and good judgment in dealing with students, parents, administrators, and other employees, and the general public.
• Demonstrated ability to effectively work and communicate with diverse populations.
• Demonstrated proficiency with business technology applications (e.g. Video / Web Conferencing, Microsoft Office Suite -Word, Excel, Outlook, and / or PowerPoint preferred).

For new permanent secretarial / clerical / technician hires, a minimum score on a pre-employment assessment is required.

Licenses and Certifications

Employee must retain active licenses, certifications, and enrollment as a condition of employment.

N / A

Driving Requirements

N / A

LEADERSHIP ROLE

N / A

PHYSICAL DEMANDS / WORKING CONDITIONS

The physical demands and working conditions 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.

Physical Demands

• Standing : under 1 / 3 percent of the time
• Walking : under 1 / 3 percent of the time
• Sitting : between 1 / 3 and 2 / 3 percent of the time
• Keyboarding : between 1 / 3 and 2 / 3 percent of the time
• Talking : between 1 / 3 and 2 / 3 percent of the time
• Hearing : between 1 / 3 and 2 / 3 percent of the time
• As required by the duties and responsibilities of the position.

Vision

The vision demands with correction described here are representative of those that must be met to successfully perform the essential functions of this job.

No special vision requirements

Work Environment

Location

Office, school or similar indoor environment : over 2 / 3 percent of the time

Noise Level

Moderate : between 1 / 3 and 2 / 3 percent of the time

Weight & Force

Lifting and carrying requirements

Up to 20 pounds : under 1 / 3 percent of the time

Travel Requirements

N / A

JOB INFORMATION

Approved Date : 2 / 1 / 2015

Established

Last updated : 2024-05-13