Guidance Secretary

Guidance Secretary JobID: 766

• Position Type:

  Secretarial/Clerical/ Secretary

• Date Posted:

  7/28/2026

• Location:

  Thomas Jefferson Middle School

10 months; 8.0 hrs/day

Hourly rate: $19.40

POSITION RESPONSIBILITIES:

• Type, file, duplicate, mail - all correspondence related to the duties of the counselors.

• Handle all incoming calls. Schedule appointments for teachers, parents, and students (and write student passes).

• Determine student needs as students arrive to the office with passes and notify the appropriate person. Locate the nurse as required. Supervise students waiting in the office.

• Greet parents and newly enrolling students and assist office visitors.

• Assist with registration of new enrollees.

• Requesting transcripts/records of new enrollees and preparation of mailing transcripts/records.

• Preparation of cumulative and permanent record cards for all new enrollees.

• Maintenance of updating student cumulative and permanent records (general information, test results, grades, pictures, etc.).

• Organizing, maintaining and updating special needs folders and binders.

• Process AEA referrals, discipline referrals, progress reports.

• Assist in registration and orientation for grades 7 and 8. (In the future for grades 6, 7, and 8.) Duties include building a roster, collating and summarizing comments of teachers, completing forms, etc.

• Prepare information as initial step of scheduling.

• Assist the counselor and principal in charge of ITED's and ITBS to prepare for the testing, and in distribution, and collection of testing material.

• Assist in organizing make-up testing.

• Prepare cumulative folders and permanent record cards (photos, testing results, etc.)

• Prepare rosters, homebase lists, and/or reports for teachers, principals, counselors, etc. Maintain student adds/drops information in binder. Maintain class lists. Forward student adds/drops information to the Business Manager and Attendance Secretary.

• Preparation, printing, alphabetizing, distribution, completing corrections, filing of: report cards, mid-term progress reports, stick tabs, etc.

• All main frame (AS400 and Excel database) computer input; student information, schedules, reports, eighth period student activities, scheduling; as well as maintenance of same.

• Verify accuracy of principal's quarterly report with enrollment data.

• Schedule use of conference rooms.

• Staffing notifications for AEA staff and filing of all special education reports.

• Assist in the organization of guidance department curricular activities (e.g. career day, etc.)

• Assist other secretaries, as needs demand.

• Maintenance of Lost and Found items with distribution or dispersal of items throughout the school year.

• Demonstrates a commitment to multi-cultural nonsexist policies and practices.