Administrative Assistant, School Counseling (EOY - End of Year)

Loudoun County Public Schools•Leesburg, VA

1d•Onsite

About The Position

The Administrative Assistant provides clerical and administrative support in the School Counseling Office, including support to the director of school counseling and school counselors. The position types correspondence, processes reports and information, greets visitors, answers telephone inquiries, and maintains files and records. It handles confidential information and directs students who need assistance. Work is performed under established procedures. The role plans and organizes office administrative activities, manages inquiries from parents, staff, and visitors, and routes matters to the director or counselors when needed. It supports preparation of transcripts and college admission documentation, student scholastic records, required reports, and the School Counseling Office master schedule. The position also assists with student enrollment and registration, ParentVUE activation, and pupil accounting, and provides general office assistance to other school personnel. It is a 10-month, 201-day position with an 8-hour workday. Remote work is not available.

Requirements

High school diploma or GED.
Progressively responsible experience performing general office clerical or administrative support work; equivalent combinations of education and experience are acceptable.
Ability to post and maintain accounts, process accounting transactions, reconcile accounts, trace errors, and resolve discrepancies.
Ability to search for, select, compile, and summarize data and apply instructions and guidelines to specific situations.
Ability to compose memoranda or letters from general instructions, maintain complex records, and assemble, organize, and prepare data from records.
Ability to determine work priorities, maintain confidentiality, work independently, and work effectively under heavy workloads and tight deadlines.
Thorough knowledge of business English, spelling, general vocabulary, and arithmetic.
Considerable knowledge of standard office equipment, including desktop PCs, scanners, printers, photocopiers, and facsimile machines, and software including Microsoft Access, Excel, Word, and PowerPoint.
Good human relations and communication skills.
Ability to speak and convey detailed or important spoken instructions accurately, loudly, or quickly.
Normal cognitive abilities, including the ability to learn, recall, and apply practices and policies.
Ability to sit or remain stationary for long periods and occasionally exert up to 25 pounds of force.

Responsibilities

Plan, initiate, and organize administrative activities within the School Counseling Office.
Provide administrative assistance to the director of school counseling and support school counselors.
Manage inquiries from parents, staff members, and visitors; respond at the assistant level and refer other inquiries to the director or a counselor.
Prepare or review correspondence requested by the director.
Assist with preparing transcripts and college admission documentation.
Conduct research requested by the director or school counselors.
Assemble and maintain students’ scholastic records.
Prepare and process reports and information requested by the director.
Retrieve and manipulate student information to create locally, state, and federally required reports.
Maintain hard-copy and electronic files and records.
Manage the School Counseling Office master schedule.
Assist with student enrollment in the Student Information System, including manual enrollment and online pre-registration processing.
Refer students to the Welcome Center and special education services; collect legal documents to maintain accurate data; and assist families with activating ParentVUE.
Serve as backup to the registrar, including during the registrar’s absence or high-volume periods.
Stay current on state and local pupil accounting changes and requirements.
Provide general office assistance to other school personnel.