Interagency Programs - Counseling Secretary (203/8) - 0.5 FTE

Counseling Secretary

The job of Counseling Secretary is done for the purpose of providing secretarial support to the Counseling Department; communicating information to students, parents, staff, and/or other Districts; monitoring students referred for discipline; documenting information on students' class placement; and ensuring compliance with financial, legal and administrative requirements.

Essential Functions

• Assists counseling office personnel (e.g. answering phones, scheduling students, testing all students, etc.) for the purpose of supporting them in the completion of their work activities.
• Maintains inventory of counseling office supplies for the purpose of ensuring the availability of materials when needed.
• Maintains students' records (e.g. student cumulative folders, student schedules updates, master schedule updates, rosters, etc.) for the purpose of documenting students' goals and achievements and complying with educational policies and procedures.
• Monitors discipline of in house suspension of severely behavioral disorder students for the purpose of maintaining an orderly and safe environment.
• Prepares a variety of written materials (e.g. registration materials, updates student schedules, collects grades, all drop grades, correspondence, daily bulletins, incident reports, etc.) for the purpose of communicating information to school and district personnel, the public, state officials, etc.
• Processes a variety of forms and materials (e.g. registration, new class lists, updates students grades, grades, progress reports, orientation information, schedules, etc.) for the purpose of documenting and disseminating information to appropriate parties.
• Responds to inquiries from a variety of internal and external parties (e.g. staff, parents, students, public agencies, etc.) for the purpose of providing information, facilitating communication and/or providing direction.
• Schedules a variety of activities (e.g. meetings, testing arrangements, referral appointments, etc.) for the purpose of assisting in meeting staff needs and efficiently utilizing personnel, equipment and facilities.

Other Functions:

• Performs related duties consistent with the scope of the position.

Reporting Relationships

Reports to assigned administrator.

Knowledge, Skills and Abilities

Knowledge

• Required to perform basic math, including calculations using fractions, percents, and/or ratios; read a variety of manuals, write documents following prescribed formats, and/or present information to others; and analyze situations to define issues and draw conclusions.
• Specific knowledge required to satisfactorily perform the functions of the job includes: concepts of grammar and punctuation; and WISPC and SIMS applications.

Skills

• Required to perform multiple, non-technical tasks with a potential need to upgrade skills in order to meet changing job conditions.
• Specific skills required to satisfactorily perform the functions of the job include: operating standard office equipment including utilizing pertinent software applications; and preparing and maintaining accurate records.

Ability

• Required to schedule activities, meetings, and/or events; gather and/or collate data; and use basic, job-related equipment.
• Flexibility is required to work with others in a wide variety of circumstances; work with data utilizing defined but different processes; and operate equipment using defined methods.
• Ability is also required to work with a diversity of individuals and/or groups; work with data of varied types and/or purposes; and utilize a variety of job-related equipment.
• In working with others, problem solving is required to identify issues and create action plans.
• Problem solving with data may require independent interpretation; and problem solving with equipment is limited.
• Specific abilities required to satisfactorily perform the functions of the job include: communicating with diverse groups; maintaining confidentiality; meeting deadlines and schedules; working as part of a team; working with detailed information/data.

Responsibility

Responsibilities include: working under direct supervision using standardized routines; leading, guiding, and/or coordinating others; and operating within a defined budget. Utilization of some resources from other work units may be required to perform the job's functions. There is a continual opportunity to impact the Organization's services.

Working Environment

The usual and customary methods of performing the job's functions require the following physical demands: occasional lifting, carrying, pushing, and/or pulling; some stooping, kneeling, crouching, and/or crawling; and significant fine finger dexterity. Generally the job requires 60% sitting, 10% walking, and 30% standing. The job is performed under minimal temperature variations and some hazardous conditions.

Typical Qualifications

Education: High school diploma or GED equivalent.

Years of Relevant Experience: Two years of secretarial/clerical work experience which has included significant public contact and computerized records maintenance. Substitution: College or business school may substitute for up to one year of the required work experience on a month-for-month basis. Required Testing: None. Certificates & Licenses: Valid State of Washington Driver's License or equivalent mobility.

Continuing Education/Training: eSIS, SAP Clearances: Criminal Justice Fingerprint Background Clearance