Administrative Secretary - Guidance Office ($40,767+)

Dorchester County Public Schools•Cambridge, MD

1d•Onsite

About The Position

Dorchester County Public Schools is accepting applications for the Administrative Secretary – Guidance position located at Maces Lane Middle School. This twelve (12)-month, full-time role provides administrative, clerical, and secretarial support of a general, specialized, technical, sensitive, and confidential nature to a school administrator. The position supports the coordination of daily office operations to promote efficient workflow within the school environment. Responsibilities also include supporting the organization, maintenance, and reporting of student discipline and related data that is utilized by the school administrators, Office of Student Services personnel, state reporting requirements, and the district’s strategic planning efforts, as appropriate to the role. Successful performance in this position requires the ability to balance collaboration with independent work, exercise discretion in handling confidential information, and adapt to the demands of a fast-paced school office setting. The role is designed to support both administrative functions and broader school operational needs.

Requirements

Knowledge of or ability to learn the functions, procedures, organization, policies and procedures of the Dorchester County Public Schools system.
Working knowledge of modern office procedures and equipment; of various software programs; of the principles of office management; and of standard record maintenance
Ability to make decisions in accordance with precedents, rules and regulations; to apply Board policy to daily work problems; to exercise good judgment, courtesy, and tact in dealing with people on the telephone and in person; to work independently on difficult or complex clerical or routine administrative tasks; to explain policies, rules, regulations and procedures to others; and to work independently on complex and confidential secretarial
High school diploma or G.E.D. certificate required
Proficiency in typing, computer and word processing skills including PowerPoint and Excel, office practices, business English, and business mathematics.

Nice To Haves

Associate degree in related area preferred
Familiarity and ability to utilize PowerSchool student information system, and other related student information systems preferred
Three (3) years of successful secretarial experience with increasing responsibilities preferred
bachelor’s degree may be substituted for experience

Responsibilities

Coordinates the daily operations of the guidance office, including maintaining schedules, arranging appointments, and organizing logistics for meetings, conferences, training, hearings, etc.
Uses sound judgment and discretion in handling confidential and sensitive student, family, and personnel information in accordance with FERPA, Board policy, and departmental procedures.
Prepares agendas and assembles materials for student support team meetings and conferences, as directed.
Maintains accurate and well-organized filing systems, including active, archived, and locked confidential student records, and processes incoming and outgoing correspondence in a timely manner.
Provides clerical and administrative support to school administrators related to student grades by printing progress reports and report cards, and related correspondence to families based on administrator provided decisions and documentation.
Provides clerical and administrative support to school administrators related to student discipline by typing, formatting, and processing discipline letters, notices, and related correspondence to families based on administrator provided decisions and documentation.
Ensures discipline related correspondence is prepared accurately, distributed appropriately, and filed in accordance with school and district record keeping requirements.
Collaborate with the Office of Student Services school-based personnel by assisting with the preparation, tracking, and organization of documentation related to student services, interventions, disciplinary actions, and compliance requirements, as assigned.
Serves as an administrative liaison between guidance staff, school administrators, the Office of Student Services, and families by facilitating communication, scheduling meetings, and routing inquiries to the appropriate personnel.
Addresses parental and community concerns with professionalism, tact, and empathy, while appropriately referring discipline related, evaluative, or service-related questions to administrators, counselors, or Student Services staff as needed.
Places and receives telephone calls; records, routes, and follows up on messages related to guidance, discipline, and student services operations.
Obtains, gathers, compiles, and organizes data related to guidance, attendance, discipline, and student services, and prepares information in usable formats for administrators and Student Services personnel.
Composes, types, and processes routine and confidential correspondence, reports, notices, and memoranda from draft form, electronic recordings, or administrator direction for review and approval.
Maintains guidance office budget records and assists with budget development, monitoring, and purchasing processes, as assigned.
Compiles, maintains, and submits required reports and documentation within established timelines to support school, Student Services, and district reporting requirements.
Performs other duties as assigned by the supervisor, consistent with program requirements, school needs, and district procedures.