Job Title: Administrative Assistant I, Counselor

Wage/Hour Status: Non-Exempt

Reports to: Campus Principal/Counselors

Pay Grade: Clerical/Technical 3

Dept./School: Assigned Secondary Campus

Date Revised: 04/10/2025

PRIMARY PURPOSE

Under moderate supervision, provide routine clerical support for the efficient operation of the school counseling office and professional staff. Maintain current and accurate confidential student records.

QUALIFICATIONS

Education/Certification:

• High school diploma or GED

Special Knowledge/Skills:

• Knowledge of general office procedures
• Proficient keyboarding and file maintenance skills
• Ability to use software for spreadsheets, databases, and word processing
• Ability to follow verbal and written instructions
• Ability to manage multiple tasks and changing priorities with minimal direction
• Effective organizational, communication, and interpersonal skills

Experience:

• Two years of clerical/secretarial experience, preferably in public education

MAJOR RESPONSIBILITIES AND DUTIES

Records, Reports, and Correspondence

1. Provide clerical support including word processing, data entry, filing, and record maintenance.
2. Prepare correspondence, transcripts, requisitions, forms, presentations, and reports.
3. Prepare materials for honor roll, awards assemblies, and student recognition programs.
4. Record student data, including test scores and final grades, on permanent records.
5. Create and maintain student files and ensure completeness of records.
6. Assist with student registration, including records requests, cumulative folders, and data entry.
7. Assist with student schedule changes and updates.
8. Support attendance processes, including entering PEIMS data and verifying accuracy.

Reception and Phones

1. Greet and direct visitors and assist students, staff, and parents.
2. Answer incoming calls, take accurate messages, and route appropriately.
3. Assist counselors with scheduling meetings and appointments.

Other

1. Receive, distribute, and maintain security of testing materials.
2. Maintain college and career information resources for students, parents, and staff.
3. Assist with distribution of student materials, including homework requests.
4. Receive, sort, and distribute mail, documents, and deliveries.
5. Maintain confidentiality of all student and staff information.

SUPERVISORY RESPONSIBILITIES

None.

MENTAL DEMANDS / PHYSICAL DEMANDS / ENVIRONMENTAL FACTORS

Tools/Equipment Used: Standard office equipment including personal computer and peripherals
Posture: Prolonged sitting; occasional bending/stooping, pushing/pulling, and twisting
Motion: Repetitive hand motions; frequent keyboarding and mouse use; occasional reaching
Lifting: Occasional light lifting and carrying (less than 15 pounds)
Environment: May work prolonged or irregular hours
Mental Demands: Work with frequent interruptions; maintain emotional control under stress

This document describes the general purpose and responsibilities assigned to this job and is not an exhaustive list of all responsibilities and duties that may be assigned or skills that may be required.