Guidance Clerk

Florence School District 1•Florence, SC

5d•Onsite

About The Position

Under general supervision, performs routine clerical duties to help maintain effective and efficient office operations. To assist and manage clerical tasks for guidance counselors so that maximum time may be devoted to guidance and counseling.

Requirements

Requires a high school diploma supplemented by one to two years of general clerical experience, or an equivalent combination of education, training and experience that provides the required knowledge, skills and abilities.
Must be able to type rapidly and accurately.
Must be physically able to operate a variety of machines and equipment, including a computer, basic office equipment, telephone, etc.
Must be able to exert up to five pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects.
Sedentary work involves sitting most of the time, but may involve walking or standing for periods of time.
Must be able to lift and/or carry weights of five to ten pounds.
Requires the ability to compare and/or judge the readily observable functional, structural or compositional characteristics (whether similar to or divergent from obvious standards) of data, people or things.
Requires the ability of speaking and/or signaling people to convey or exchange information. Includes giving assignments and/or directions to subordinates and receiving assignments and/or direction from supervisors.
Requires the ability to read a variety of policies and procedures, professional journals, reference materials, etc.
Requires the ability to enter data into the computer and prepare correspondence, narrative and numerical reports,purchase orders, etc., with proper format, punctuation, spelling and grammar, using all parts of speech.
Requires the ability to speak with and before others with poise, voice control and confidence.
Requires the ability to apply principles of logical thinking to define problems, collect data, establish facts and draw valid conclusions; to deal with several abstract and concrete variables.
Requires the ability to apply influence systems in managing a supervisory/management staff; to learn and understand relatively complex principles and techniques; to make independent judgments in absence of supervision; to acquire knowledge of topics related to primary occupation. Must have the ability to comprehend and interpret received information.
Requires the ability to record and deliver information, to explain procedures, to follow and give verbal and written instructions. Must be able to communicate effectively and efficiently with persons of varying educational backgrounds and in a variety of technical and/or professional languages.
Requires the ability to add and subtract totals, to multiply and divide, to determine percentages and decimals, and to determine time. Must be able to use practical applications of fractions, percentages, ratio and proportion.
Requires the ability to inspect items for proper length, width and shape, and visually read various information.
Requires the ability to coordinate hands and eyes using office machinery.
Requires the ability to handle a variety of items, keyboards, office equipment, control knobs, buttons, switches, catches, etc. Must have minimal levels of eye/hand/foot coordination.
Requires the ability to deal with people beyond giving and receiving instructions. Must be adaptable to performing under stress when confronted with emergency situations or tight deadlines.
Requires the ability to talk and hear: (talking: expressing or exchanging ideas by means of spoken words; hearing: perceiving nature of sounds by ear)

Responsibilities

Performs general clerical functions, which may include, but are not limited to, entering data into the computer; establishing files; typing, copying and filing correspondence and other documents; processing and/or mailing various bills, forms and applications; collating materials; processing mail; faxing documents, laminating materials, etc.
May perform receptionist duties by answering the telephone, screening callers, and greeting, announcing or routing visitors.
Assists supervisor and other staff persons with special projects as assigned.
Acts as receptionist for guidance office, answering telephones, greeting guests, etc.
Prepares records for new students, secures I.D. number, sends students to appropriate counselors for schedule, requests records and/or transcripts from previous school.
Assists with college testing information and collection of fees for these tests.
Sends transcripts for students transferring or to college as requested.
Updates permanent records on students who have dropped out or transferred and sends them to the District Office.
Assists seniors with college applications, scholarship applications, transcripts, etc.
Prepares reports for the counselors such as College-Freshman, progress reports, etc.
Assists counselors in calculating GPRs and ranks.
Sets up parent/counselor conferences.
Closes out graduate files and sends them to the District Office according to policy.
Receives, reviews, prepares and/or submits various records and reports, including various forms, logs, records, special and routine reports, requisitions, memos, correspondence, etc.
May order or keep inventory of equipment and various supplies, inspect equipment and call when repair is necessary.
May handle graduation verifications and document withdrawals.
May travel to school and perform audits.
May hold workshops when needed.
Operates a variety of equipment, such as a computer, Internet, email, printer, scanner, typewriter, copier, fax machine, adding machine, laminating machine, scanner, telephone, laminator, etc.
Interacts and communicates with various groups and individuals such as the immediate supervisor, other District administrators and staff, school administrators and staff, co-workers, students, parents, sales representatives, and the general public.
Performs related duties as required.