School Counseling Secretary

Howard County Public School System•Perryton, TX

3d•Onsite

About The Position

The Howard County Public School System (HCPSS) is seeking a School Counseling Secretary to provide high-level administrative support to the Student Services Team under the direction of the Principal. This role serves as the primary point of contact, managing front-line inquiries, directing communications, and delivering exceptional customer service. Key responsibilities include managing team schedules and office logistics, overseeing student aides, supporting Section 504 processes and timelines, and providing project support for major milestones like graduation. During non-peak periods, the Secretary will provide cross-functional backup for other school support staff.

Requirements

High school diploma or GED
Two years of general administrative or clerical experience
An Associate Degree or the successful completion of 60 credit hours from an accredited college or university may be substituted for up to two (2) years of the required experience.
In-depth understanding of Special Education/Case Management Software (TIENET), including student profile management, document generation, and staff assignments.
Familiarity with the administrative requirements of Section 504, including meeting notice timelines, teacher input mandates, and case management protocols.
Comprehensive knowledge of administrative workflows, front-office logistics, and supply chain management.
Understanding of graduation protocols, including diploma procurement and event programming.
Knowledge of school policies regarding student behavior and the supervision of student aides within an office setting.
Proficiency in updating and maintaining accurate student records and staff assignments within a database.
Expert use of Google Workspace (specifically Google Forms/Surveys for data collection) and calendar integration tools.
Strong written and verbal communication skills for composing formal correspondence to families and directing high-volume inquiries.
Skilled in building and managing centralized calendars to coordinate complex meeting schedules across multiple stakeholders.
Ability to facilitate large-scale events like graduation and visiting organization logistics (e.g., college reps).
Ability to remain professional and efficient while managing phone lines, walk-in visitors, and administrative deadlines simultaneously.
Ability to work effectively with administrators, counselors, and external stakeholders to achieve departmental goals.
Precision in verifying "Flash 504" data and ensuring diploma orders and graduation programs are error-free.
Ability to streamline office traffic and pivot to "back-up" roles (like attendance or front office support) as needed.
Ability to handle sensitive student services information and Section 504 documentation with the utmost privacy.

Responsibilities

Activates/Deactivates/Reactivates students in Case Management System
Creates Section 504 Meeting Notices in Case Management System and sends to families
Updates Section 504 Case Managers assignments in Case Management System
Creates and distributes teacher input forms
Assists Administrators with Flash 504 verification
Assists with setting up a centralized scheduling calendar
Assists with setting up Section 504 meetings using the centralized calendar
Serves as the primary point of contact for the Student Services Office, efficiently directing high-volume phone calls and assisting walk-in visitors, scheduling meetings for Student Services team members.
Provides professional service to all internal and external stakeholders through the composition and distribution of clear, formal correspondence.
Streamlines office traffic and administrative workflows to maintain a productive environment and serve as the central hub for internal inquiries. This includes ordering and maintaining office supplies.
Facilitates logistics for visiting organizations, such as college representatives.
Directs and supports student aides while overseeing the safety and conduct of students in the office waiting area
Collaborates with administrators, graduation coordinators, counselors and other staff to plan for graduation and other senior celebrations - including but not limited to diploma orders, program creation and event planning.
Supports communication with families.
Provides backup for other front office/support staff, support for attendance.