Job Summary

The position was established to efficiently handle the administrative tasks/mission in a school counselor's office. The position requires the ability to use initiative and good judgment in scheduling work, ensuring its accuracy, and assisting students or teachers with problems.

Essential Duties

The work tasks will vary based on student enrollment and individual school counselor requirements, but the school counselor secretary should be familiar with all functions and prepared to perform them. These tasks should not be construed as a complete list of the assignments that may be given to the employee, nor are such assignments restricted to those precisely listed.

1. Performs secretarial duties for assigned personnel where responsibilities of trust and accuracy are important, and knowledge of the school and school system is essential
2. Compose letters of recommendation, letters of attendance, and other correspondence
3. Assist students by mailing transcripts to colleges, universities, students, businesses, the armed services, and scholarship committees.
4. Inform parents about attendance and academic progress, as requested by parents, counselors, and the principal.
5. Types, duplicates, and distributes miscellaneous correspondence as requested by the principal.
6. Receives and distributes incoming mail.
7. Assist with pre-registration, ensuring each student receives the pre-registration materials and information needed; compile course requests; and separate and alphabetize them for counselors.
8. Enter data for incoming students and assist with orientation.
9. Maintain school records for every student and keep them secure.
10. Compile, organize, and distribute scholarship applications.
11. Maintain an accurate senior list and order diplomas.
12. Assumes other special activities and/or responsibilities as assigned by the principal or superintendent.
13. Must be a self-starting team player who can perform varying tasks cooperatively with little or no direct supervision.
14. Often changing from one task to another of a differing nature.
15. Develop knowledge of school policy, procedure, and day-to-day operations. Perform other duties as assigned.

Job Specifications

Must be able to perform multiple tasks, with the potential need to upgrade skills to meet changing job conditions.    Specific skill-based competencies required to perform the job functions satisfactorily include effective communication; operating standard office equipment, including pertinent software applications; and preparing and maintaining accurate records.  Shall know how to type, use office machines, duplicating machines, and computers, sufficient to perform essential functions. Have the ability to schedule activities and/or meetings; gather and/or collate data; and use basic, job-related equipment. Flexibility is required to work with others in a variety of circumstances; work with data, utilizing defined and similar processes; and operate equipment using defined methods.  Ability is also required to work with a wide diversity of individuals, handle similar types of data, and utilize job-related equipment. Problem-solving is required to identify issues and create action plans. Problem-solving with data may require independent interpretation, and problem-solving with equipment is limited. Specific ability-based competencies required to perform the job satisfactorily include flexibility, establishing and maintaining effective working relationships, meeting deadlines and schedules, working with frequent interruptions, and maintaining confidentiality.

Minimum Qualifications

1. Must possess a high school diploma or equivalent
2. Must possess the ability to communicate effectively verbally and in writing
3. Must possess the ability to establish and maintain effective working relationships with students, staff, parents, & the public

Working Conditions and Physical Requirements

Must have the ability to sit and stand for extended periods of time; exhibit manual dexterity to dial a telephone and enter data into a computer; see and read a computer screen and printed material with or without vision aids; hear and understand speech at normal classroom levels, outdoors, and on the telephone; speak in audible tones so that others may understand clearly in person, outdoors, and on the telephone; physical agility to lift to 25 pounds; and to bend, stoop, sit on the floor, climb stairs, walk, and reach overhead.

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.

Duties are normally performed in a school environment.  The noise level in the work environment is usually moderate.

Clearance

Criminal Justice Background check, Fingerprinting, TB Assessment

Supervision Exercised

None

Supervision Received

Principal

This job description in no way states or implies that these are the only duties to be performed by this employee. The employee will be required to follow any other instructions and to perform any other related duties as assigned by the principal or appropriate administrator. Accomack County Public Schools reserves the right to update, revise, or change this job description and related duties at any time.

The Accomack County School System is an Equal Opportunity employer and does not discriminate based on age, sex, disability, race, color, religion, national origin, or military service in its employment practices.