Secretary: Counseling High School - Chesapeake High

Anne Arundel County Public Schools•Pasadena, MD

3d•Onsite

About The Position

Performs varied secretarial and clerical duties in support of the functions of the school counseling office within a high school. Work involves receiving and screening students, parents, telephone calls and/or correspondence to the school counseling office; scheduling student-counselor, parent-counselor, and parent-teacher conferences; assisting in the proper maintenance of student folders and records as requested by the department chairperson and principal; and typing a variety of forms, letters, notices, and correspondence relative to the functions of the school counseling office. Volume and nature of work follows the school cycle from enrollment to graduation. Work of this class is distinguished from that of the Middle School Guidance Secretary by the greater level of difficulty and responsibility of work with regard to the detailed processes, forms, policies and procedures relative to student files and record keeping activities. Employees exercise independence and good judgment for scheduling their work and exercise extreme tact in working with confidential information.

Requirements

High School Diploma or Equivalency Certificate required.
Three (3) years progressively responsible general clerical office experience required.
Considerable knowledge of modern office practices and procedures, business English, spelling, and commercial arithmetic.
Considerable knowledge of Board of Education and school operations, policies and procedures.
Ability to use school based financial, student, and human resources records, and management systems.
Ability to exercise courtesy and good judgment in dealing with students, parents, administrators, and other employees, and the general public.
Demonstrated ability to effectively work and communicate with diverse populations.
Demonstrated proficiency with business technology applications (e.g. Video/Web Conferencing, Microsoft Office Suite -Word, Excel, Outlook, and/or PowerPoint preferred).
For new permanent secretarial/clerical/technician hires, a minimum score on a pre-employment assessment is required.
Employee must retain active licenses, certifications, and enrollment as a condition of employment.
Hold or be eligible for Notary Public issued by Maryland Secretary of State required

Nice To Haves

One (1) year experience with school operations at the Middle School Guidance Secretary level that included detailed record keeping/record management work preferred

Responsibilities

Receives and screens students, parents and/or visitors to the school counseling office.
Ascertains the nature of their visit.
Handles routine matters and details, accordingly.
Interviews students/parents to acquire all necessary information.
Completes filing requested by the school counseling department.
Schedules and maintains counselor calendars.
Issues passes to students.
Resolves conflicts/cancellations.
Notifies teachers by memo/note and all other parties, accordingly.
Assists school counselors in coordinating spaces for parent and/or student events scheduled by the school counseling office.
Provides clerical support in regards to failure letters, senior contracts, and other pertinent documents that are standard in the school counseling office.
Answers, screens, and/or directs all telephone calls, mail and/or correspondence to the appropriate person.
Provides the general information concerning services and procedures of the school counseling office.
Handles routine matters accordingly.
Types referrals.
Prepares and distributes copies to appropriate persons.
Maintains Log Book for same.
Prepares, types, and reproduces a wide variety forms, notices, letters, and correspondence used by the school counseling office.
Revises forms as needed.
Accesses, copies, and distributes the student data system reports requested by the school counseling department.
Enter course requests into the student data system.
Maintains and updates student records when requested by the school counseling chairperson.
Assists school counselors with updating scholarship database, creating scholarship flyers and newsletters, and organizing scholarship files.
Assists teachers, students, and parents concerning homework assignments for absence due to illness
Maintains supply of work permits, verifies, and validates same for students.
Maintains supply of Social Security Number applications.
Coordinates home teaching by assisting with home teaching packets, gathering books and assignments for home teachers, and notifying the school counselor of problems in regards to home teaching services.
Maintains a supply of SAT and ACT applications.
Assists students concerning schedule changes
Assists counselors with Financial Aide Night program, Senior Awards Program, college/trade school/military visitations to school.
Assists in the Career Center with computer programs, securing college catalogues, and other information for students/parents.
Assists counselors with the advertisement of the SAT and generates applications, collects same with appropriate fees.
Affixes test results to SR cards.
Operates and maintains standard office machines and equipment, such as facsimile (FAX), typewriter, computer, and duplicating (copy) equipment.
Arranges appointments/conferences.
Gives clerical office assistance to School Counselors.
Assist and assign duties to student aides and volunteers.
Performs other related duties as assigned within the same classification or lower.