Administrative Assistant to the Counselors

New Braunfels•New Braunfels, TX

3d•Onsite

About The Position

Primary Purpose Facilitate the efficient operation and provide clerical support to the middle school counseling office. Maintain current and accurate confidential student records. Qualifications: Education/Certification: High school diploma or GED Special Knowledge/Skills: Proficient typing, word processing, and file maintenance skills Effective organizational, communication, and interpersonal skills Ability to use personal computer and software to develop spreadsheets and databases, and do word processing Experience: Two years secretarial experience, preferably in a public education environment Major Responsibilities and Duties: Records, Reports, and Correspondence Prepare records, reports, requisitions, correspondence, and transcripts using typewriter or personal computer. Prepare documents and lists for student awards, assemblies, and other recognition programs. Maintain student information in electronic and physical files. Create new student files and ensure completeness of records. 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 with processing changes and adjustments to student schedules. Reception and Phones Serve as receptionist for counseling office. Assist students, parents, and teachers. Assist counselors with scheduling of Admission, Review, and Dismissal Committee (ARD) meetings and appointments. Other Receive, distribute, and ensure security and confidentiality of materials. Maintains confidentiality. Supervisory Responsibilities None. Equipment Used: Computer, printer, copier, typewriter, fax machine, and shredder. Working Conditions: Mental Demands/Physical Demands/Environmental Factors: Tools/Equipment Used: Standard office equipment including personal computer and peripherals Posture: Prolonged sitting; occasional bending/stooping, pushing/pulling, and twisting Motion: Repetitive hand motions including frequent keyboarding and use of mouse; occasional reaching Lifting : Occasional light lifting and carrying (less than 15 pounds) Environment: May work prolonged or irregular hours ; occasional districtwide travel Mental Demands: Work with frequent interruptions; maintain emotional control under stress Occasional districtwide and statewide travel; frequent prolonged and irregular hours. The foregoing statements describe the general purpose and responsibilities assigned to this job and are not an exhaustive list of all responsibilities and duties that may be assigned or skills that may be required.

Requirements

High school diploma or GED
Proficient typing, word processing, and file maintenance skills
Effective organizational, communication, and interpersonal skills
Ability to use personal computer and software to develop spreadsheets and databases, and do word processing
Two years secretarial experience, preferably in a public education environment

Responsibilities

Prepare records, reports, requisitions, correspondence, and transcripts using typewriter or personal computer.
Prepare documents and lists for student awards, assemblies, and other recognition programs.
Maintain student information in electronic and physical files.
Create new student files and ensure completeness of records.
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 with processing changes and adjustments to student schedules.
Serve as receptionist for counseling office.
Assist students, parents, and teachers.
Assist counselors with scheduling of Admission, Review, and Dismissal Committee (ARD) meetings and appointments.
Receive, distribute, and ensure security and confidentiality of materials.
Maintains confidentiality.