School Guidance Secretary - Arbutus Middle School (1.0/12 month)

Baltimore County Public Schools•Arbutus, MD

2h•$24 - $44•Onsite

About The Position

Performs responsible secretarial and clerical duties in support of the guidance office of a secondary school. Serves as the primary clerical assistant to guidance counselors. This class is distinguished from Secretary II by the level of difficulty and responsibility of its assignments, especially those regarding the procedures, processes, forms, and policies relative to student files and to record keeping.

Requirements

Possession of a high school diploma or equivalent.
Four years of experience in secretarial and clerical work are required.
Knowledge of office practices and procedures.
Knowledge of filing systems.
Knowledge of word processing, spreadsheet, and database software applications.
Knowledge of office equipment.
Skill in performing secretarial and clerical duties.
Skill in maintaining records and preparing reports.
Skill in composing correspondence.
Skill in applying established policies and procedures to work problems.
Skill in taking dictation (any method).
Demonstrated ability to type 40 words per minute.
Ability to establish and maintain effective working relationships with students, parents, administrators, staff, and the public.
Ability to communicate clearly and effectively.
Ability to appropriately maintain confidential information.

Responsibilities

Provides comprehensive, administrative secretarial and clerical support to the department chair and counselors of a high school guidance office.
Receives and screens telephone calls and visitors to the office. Greets visitors to the guidance suite. Arranges student-counselor, parent-counselor and parent-teacher conferences.
Researches, gathers, and compiles sensitive and confidential information and data such as that required for referrals for pupil personnel workers, Child Protective Services, and Home and Hospital.
Researches, gathers, and compiles information for alternative education such as summer school, night school, and other alternative schools.
Assists with the coordination of scholarship and award programs. Posts, announces, and disseminates information regarding scholarships and awards. Receives and processes scholarship and award applications. Gathers and compiles information required by the scholarship committee. Notifies donors of committee decisions. Maintains records of scholarships and awards.
Receives, maintains, and disseminates a variety of information to students, parents, teachers, and others. Receives and disseminates information concerning college fairs, student award programs, and similar events. Posts job opportunities available to students.
Assists students in obtaining college and vocational file data. Maintains a library of college catalogs and applications, career reference books, newsletters, military and vocational documents.
Assists counselors with registrations. Maintains data related to student registration for the PSAT, SAT, and AP exams. Verifies student residency. Reviews documents associated with student residency and boundary issues.
Establishes and maintains guidance files and filing systems. Composes correspondence and memoranda. Maintains databases. Receives, sorts, and distributes correspondence.
Performs word processing. Uses computers and software to generate a variety of documents, including letters, reports, spreadsheets, tables, and graphs.
Assists with ensuring accuracy of student attendance records including entering daily and period attendance for all daily substitutes. Maintains attendance related notes for the purpose of providing reliable documentation of recorded attendance information in compliance with district policies.
Retrieves data and compiles information from manual and automated files for the preparation of routine reports and correspondence regarding student attendance.
Performs other duties as assigned.