Counselor's Secretary IS

Secretary-Counselor Is

Reports to: Principal

Pay Grade: Paraprofessional - PG 3

Dept./School: Assigned Campus

Wage/Hour Status: Non-Exempt

Days: 187

Primary Purpose

Facilitate the efficient operation of the school counseling office.

Provide clerical services to the professional staff.

Maintain current and accurate confidential student records.

Qualifications

Education/Certification:

High school diploma or GED

Bilingual preferred

Special Knowledge/Skills

• Proficient work processing and file maintenance skills
• Efficient organizational, communication and interpersonal skills
• Ability to use personal computer and software to develop spreadsheets and databases and do word processing

Experience

Two years of secretarial experience, preferably in a public education environment

One year clerical experience in office setting

Major Responsibilities and Duties

• Receive and direct incoming calls, take reliable messages & route to appropriate staff.
• Greet, coordinate & direct campus visitors
• Manage Staff appointment calendar and copy daily sign-up list for counselors
• Receive, sort & distribute mail, documents & other deliveries
• Prepare requisitions, correspondence and reports using Microsoft Word, Excel, google (email, docs, etc.)
• Order supplies for the counseling department
• Coordinate filing for the department and filing of records in file room
• Assist in supervision of student aides & assign daily duties
• Coordinates & is responsible for all mail outs including postal
• Mailing and preparing all ordered transcripts for current & former students
• Assist with the TREX process in collecting and sending records
• Assist with all data entry regarding yearly master schedule
• Maintain all student files, including the labeling, organizing, and updating of them
• Enter privacy flags involving student computer use and ethnicity information forms
• Place all testing labels on cumulative cards & provide current information into student folders
• Complete eligibility forms for student car insurance discounts, 4H Club eligibility, etc.
• Assist the registrar with filling out and authorizing various official forms for parents
• Assist with dual credit student registration and documentation
• Assist the registrar as needed to complete projects & deadlines
• Assist at school registration events
• Assist with the registration of new students, including requesting and sending student records, setting up cumulative folders and entering student data into appropriate databases or computer programs
• Assist in processing new student records
• Assist with correction of address changes needed
• Assist with grade changes
• Assist with general office duties as needed, including being able to provide general troubleshooting information, help with grade viewer and other assigned duties
• Perform other related duties as assigned within the appropriate skill and experience capabilities expected for this position.

Equipment Used

Personal or laptop computer, printer, copier, fax machine, shredder, calculator, telephone, electronic mobile devices, projector, and display monitor

Professional Conduct

• Maintain professional interactions with staff, parents, community and visitors.
• Demonstrate the ability to remain calm and withstand pressures.
• Demonstrate flexibility to change in routine and adapt quickly to changing situations.
• Demonstrates respect, courteous to peers and visitors and assist fellow workers willingly.
• Avoid speaking badly about the district and district personnel.

Working Conditions

Maintain emotional control under stress; work with frequent interruptions. Repetitive hand motions; prolonged use of computer.

Regular district-wide travel to multiple work locations as assigned. Regularly sit, talk or hear; frequently required to use hands to finger, handle, or feel; frequent repetitive hand motions; prolonged use of computer; occasionally lift and/or move up to 10-50 pounds; occasionally required to stand, walk reach with hands and arms; vision abilities include close vision; and color vision, regularly work with frequent interruptions, maintain emotional control under stress; the noise level is usually moderate. The employee may spend long hours in intense concentration which requires attention to detail. There are a number of deadlines associated with this position, which may cause significant stress. The employee must also deal with a wide variety of people on various issues. Regularly perform multiple, highly complex, tasks with a need to periodically upgrade skills in order to meet changing job conditions and compliance with legal guideline. Flexibility is required to independently work with others in a wide variety of circumstances and integrating into different school environments. Occasionally work prolonged and irregular hours.

College Station ISD does not discriminate on the basis of race, color, national origin, sex, disability, or age in its programs and activities. The district provides equal access to the Boy Scouts and other designated youth groups.