Position Summary:
The School Guidance Secretary performs clerical support for the school guidance function. Employees in this class perform varied and complex clerical tasks in maintaining student records relative to registration and/or transfer of students, class schedules, and counseling activities. Work includes assignments in support of other administrative program activities such as data entry, accounting and library.
Duties and Responsibilities:
- Assists students and parents in registration or transfer transactions;
- Completes necessary forms and related records relative to registration and/or transfer of students;
- Provides clerical assistance to guidance counselors, insuring that counselors complete all appropriate records relative to counseling activities;
- Maintains files of all current class schedules by student and by class;
- Updates student guidance folders as required;
- Provides student grade transcripts as directed;
- Answers a variety of telephone calls and other inquiries relative to guidance matters of non-technical nature where routines or policies are clearly established;
- Screens and refers callers to counselors or other offices as required;
- Maintains guidance office files and/or records as required;
- Processes a variety of student and school administrative information and data entry from remote terminals; and
- Performs other duties as assigned.
Qualifications:
- Considerable knowledge of business English, spelling, modern office practices, procedures, and equipment;
- Ability to maintain complex clerical records and to prepare reports from such records;
- Ability to make decisions in accordance with laws, ordinances, regulations and established procedures where errors could easily result in additional costs to the schools;
- Ability to handle and maintain highly sensitive and confidential information;
- Ability to work effectively with individuals and groups from various cultural and socio-economic backgrounds;
- Ability to work harmoniously with students, administrative and instructional staff and central office staff;
- Previous experience or ability to learn information processing and data entry from remote terminals;
- Ability to plan and supervise the work of others; and
- Ability to use good judgment, tact and courtesy.
Education and/or Experience Requirements:
Completion of a standard high school diploma or GED with
considerable school secretary experience at the School Secretary I level, some
of which shall have involved the maintenance of student records; or any
equivalent combination of experience and training which provides the required
knowledge, skills and abilities.
Certification:
None Required.
Supervisory Responsibilities:
No direct supervisory responsibilities.
Physical Demands:
The physical demands 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. While performing the duties of this job, the employee is frequently required to stand, talk, hear, walk, sit, and use fingers, tools or controls. The employee is occasionally required to reach with hands and arms and stoop, kneel, crouch, or crawl. Specific vision abilities required by this job include close vision such as to read handwritten or typed material, the ability to adjust focus, and depth perception. While performing the duties of this job, the employee may occasionally push or lift up to 25 lbs.
Working Environment:
The work environment characteristics are representative of those an employee encounters while performing the essential functions of the job.
Additional Information:
None
