Guidance Secretary

Guidance Secretary

Dubuque Community School District

1 Positions

ID: 766

Posted On 07/28/2026

Job Overview

10 months; 8.0 hrs/day

Hourly rate: $19.40

POSITION RESPONSIBILITIES:

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

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

3. 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.

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

5. Assist with registration of new enrollees.

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

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

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

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

10. Process AEA referrals, discipline referrals, progress reports.

11. 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.

12. Prepare information as initial step of scheduling.

13. 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.

14. Assist in organizing make-up testing.

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

16. 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.

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

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

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

20. Schedule use of conference rooms.

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

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

23. Assist other secretaries, as needs demand.

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

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

Primary Contact

12308

Jean Pfeiler

HR Coordinator,

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Phone

Phone

Phone

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Fax

[email protected]

Email

True

False

True

Job Details

Categories

Arts and Entertainment

Clerical/Office Administration

Education

Health Care

Information Technology/Telecommunications

Maintenance/Repair

Management/Executive

Location

Dubuque, IA

Job Type

Employee

Full/Part

Full Time

Company ID

971

Job REQ #

766

# Positions

1

Start Date

20260728

End Date

20260921

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Dubuque Community School District

About the Company

The Dubuque Community School District reorganized in the early 1960's with the surrounding rural area and now serves a population of over 70,000. Presently, we have a student enrollment of approximately 10,120 students. A total staff of 2,522 employees (including 959 certified teachers, counselors and nurses) is presently employed by the Dubuque Community School District. The geographical area the Dubuque District serves is over 245 square miles and the District provides school bus transportation approximately 5,000 students each day.

Eighteen school buildings are utilized to house our educational program: two high schools, one alternative learning center, three middle schools, and twelve K-5 elementary schools. Other facilities are provided for transportation, maintenance, cafeteria, and administration.

Dubuque Public Schools provide a basic curriculum designed to meet the educational needs of children. Special programs include Title I, Learning Resource Services, Special Education, Talented and Gifted, and At-Risk.