Guidance Secretary

**Position Purpose**

Under the direct supervision of Guidance/Deans to assist with students in the guidance office to meet counseling, attendance, and behavior expectations, and to free certified professional employees from non-professional duties such as proctoring study halls to enable them to contribute to other aspects of the educational program, such as curriculum development.

**Essential Job Functions**
- Assists with the copying and distribution of documents and other materials (e.g., correspondence, bulletins, reports) for their supervisors.
- Maintains documents, files, and records for the purpose of providing up-to-date reference for student attendance and behavior.
- Contacts parents and students in reference to attendance and behavior concerns.
- Maintains contacts of outside agencies for support services.
- Registers new students, making sure forms are completed, obtaining transcripts and other documentation as needed, and entering data into the computer system regarding enrollment and student records (e.g., transportation, attendance, withdrawals).
- Responds to inquiries from students, parents, and employees, providing information, facilitating communication among parties and/or providing direction.
- Serves as liaison with outside organizations (e.g., transportation, food service, suppliers) for the purpose of coordinating the scheduling of deliveries, activities, etc.
- Supports, guides, leads, trains, and coordinates the work of school clerical employees for the purpose of helping with administrative functions.
- Assists with answering telephone calls and providing information and assistance to callers.
- Assists in distributing incoming mail appropriately.
- Schedules appointments with students, parents and teaching staff or others as requested.

**Additional Duties**

Perform any other related duties as assigned by the principal or dean.

**Note**:The above description is illustrative of tasks and responsibilities. It is not meant to be all inclusive of every task or responsibility.

**Knowledge, Skills, and Abilities**
- Ability to conduct instructions furnished in written or oral form.
- Ability to add, subtract, multiply and divide, and perform arithmetic operations as needed.
- Ability to work with a diverse group of individuals.
- Ability to maintain confidentiality of information regarding students, employees, and others.
- Ability to establish and maintain cooperative working relationships with students, staff and others contacted in the course of work.
- Ability to report work orally or in writing to supervisor as required.
- Effective writing and verbal communication skills.

**Physical and Mental Demands, Work Hazards**
- Work in standard office and school building environments.
- Ability to work outdoors during outdoor student activities.
- ** Note**:Also see the Summary of Physical, Sensory and Environmental Requirements Needed to Perform Essential Job Duties for this position.

**Qualifications Profile**

Any combination of education and experience providing the required skill and knowledge for successful performance would be qualifying. Typical qualifications would be equivalent to:

- High School diploma or equivalent.
- Prior successful clerical experience preferred.