MHS Student Services/Guidance Office Secretary

River Valley School District•Three Oaks, MI

1d•Onsite

About The Position

The Middle High School Student Services/Guidance Office Secretary is an annual position for 220 days. This role serves as the primary administrative support for the middle and high school counseling staff. The secretary will be responsible for a variety of tasks including managing student records, assisting with student enrollment, preparing correspondence, and maintaining office organization. The position requires excellent communication, organizational, and computer skills, with a strong emphasis on confidentiality and professionalism.

Requirements

Has a high school diploma and at least one year of related experience and/or training in similar position
Has excellent grammar, spelling, and word processing skills to compose routine correspondence
Is able to read, write, and solve simple mathematical problems
Demonstrates good work ethic and high standards for work performance
Has excellent interpersonal skills and a cooperative attitude
Has ability to understand written and oral instructions
Has ability to maintain strict confidentiality and understands the effects it has on others
Is able to prioritize and efficiently manage a variety of simultaneous office tasks/activities
Is professional, exercises tact, and responds well under pressure
Has ability to problem solve, make decisions, and take responsibility for own decisions
Has experience working with office machines and doing routine office procedures, i.e., filing, sorting mail, running copies, etc.
Has experience using Microsoft Office software, i.e., Word, Excel, and PowerPoint; and experience using the Internet and sending/receiving e-mail messages
Is willing to take additional training or classes to improve job skills
Is willing to work evening and flexible hours if needed

Nice To Haves

Has experience with desktop publishing
Has experience developing and maintaining student files
Has experience working with student headcount data
Has some college and/or post high school training in similar position

Responsibilities

Serves as the secretary to the middle/high school counseling staff.
Assists with compiling, processing, filing, and completing the necessary reports required by the Student Services Office in a timely manner.
Maintains and transmits the necessary immunization records to the appropriate health officials.
Organizes, processes, maintains, and inputs all pertinent data into the computerized student management system, i.e., student enrollment information, demographic data, class changes, in cooperation with the counseling staff and administration.
Assists with the enrollment of new and returning students.
Prepares the necessary materials and generates labels for mailings as requested.
Prepares materials and information needed for parent-teacher conferences.
Processes teacher grades, produces deficiency notices, and prepares staff communication for the distribution of student report cards as directed by the administration.
Inventories, orders, and receives materials and office supplies as needed.
Places or answers telephone calls, responds to routine questions, provides or takes accurate messages, and routes calls to appropriate persons.
Assists counseling staff and administration with the mailing of college applications and requests for transcripts.
Opens, screens, and routes all mail including maintaining an organized system for filing and processing incoming and outgoing correspondence for counseling staff.
Maintains a schedule of appointments and meetings and makes arrangements for such meetings as needed.
Types memorandums, letters, complex documents and correspondence; and distributes information to staff and community as directed.
Establishes and maintains appropriate, confidential student records/files.
Prepares the Building’s Annual Education Report under the direction of the Building Principal.
Performs other temporary or regular duties as assigned by the Building Principal or his/her designee.