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

Loudoun County Public Schools • Ashburn, VA

1d • Onsite

About The Position

Provides clerical and administrative support in the School Counseling Office, handling confidential information and assisting students who need support. Work is performed according to established procedures and includes typing correspondence, processing reports and information, greeting visitors, answering telephone inquiries, and maintaining files and records.

The employee organizes administrative activities for the School Counseling Office, serves as administrative assistant to the director of school counseling, and supports school counselors. The role also assists with student enrollment and records, including maintaining scholastic records, processing student information, supporting families with ParentVUE, and serving as backup to the registrar. This is a 10-month position comprising 201 days and 8 hours per day. The position is not eligible for remote work and is classified as non-exempt and non-certified.

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 and 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 during heavy workloads and tight deadlines.
• Thorough knowledge of business English, spelling, general vocabulary, and arithmetic.
• Considerable knowledge of standard office equipment and Microsoft Access, Excel, Word, and PowerPoint.
• Good human relations and communication skills.
• Ability to communicate spoken instructions accurately, loudly, or quickly and 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 to move objects.

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 to inquiries at the assistant level and refer others to the director or counselors.
• 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 local, state, and federal required reports.
• Maintain paper and electronic files and records.
• Manage the Master Schedule for the School Counseling Office.
• Assist with student enrollment in the Student Information System, including manual enrollment or processing online pre-registration.
• 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.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED