Middle School Guidance Office Secretary - ESP - Responsibility Level 3

Guidance Office Secretary

Guidance Office Secretary answers incoming office telephone calls to the guidance office. Assists with students, parents, visitors, and vendors that come into the office. Assist families attempting to access online information systems. Maintains effective communication regarding application and testing deadlines, college visits, etc. Register new students, process dropped students, request and provide transcripts and records in a timely manner. Manage the updating of student records, course credits, etc. Assist in registration and scheduling of all students, including master schedule runs. Assist with transcript requests in a timely manner. Provide counselors with updated schedules for weekly meetings. Maintain all grading, grade changes, GPA ranks, and grade uploads. Reviews and responds to emails, voice mail, phone messages, and written correspondence and disperses them. Answers questions and communicates information to administration, staff, students, and the community. Run reports, rosters, etc. for staff. Assists parents in obtaining homework for absence students. Manage online data-management programs and remain current on training. Maintain the job board and guidance display case. Monitor and order office supplies as needed. Provides coverage for other secretaries during events as required. Other duties as assigned.

Qualifications: Evidence of the ability to work in a supportive relationship with teachers, other district staff, and the schools. Evidence of the ability to take work direction from teachers and resource staff. Evidence of the ability to work effectively with groups of students, parents, and staff. Evidence of working knowledge and experience using Google and Microsoft Word, Outlook, and Excel. Ability to learn new programs and remain current on updates. Demonstrates ethical behavior and confidentiality of information about students in school environment and community. Maintains safe working environment and encourages colleagues to be safety-minded in the performance of all school-related duties. Advances the District's mission and goals through careful attention to the key issues of Scholarship, Character, and Relationships. Ability to work collaboratively with a team of support personnel. Ability to self-manage time and work load; Ability to manage a busy schedule in multiple places of whole and small group activities. Knowledge of data privacy and the ability to maintain confidentiality.