A Guidance Counselor Secretary performs administrative task which typically includes but is not limited to: managing the guidance office schedule by coordinating appointments, maintaining accurate student records, handling phone calls and inquiries from students, parents, and staff, providing administrative support to counselors, and ensuring confidential information is protected; essentially acting as the primary point of contact for the guidance office, while managing administrative tasks to facilitate smooth operations.
Key responsibilities of a Guidance Counselor Secretary:
Scheduling:
Manage appointment calendars for counselors, scheduling student meetings and consultations.
Coordinate college/military representative visits and other guidance office events.
Work as a Registrar enrolling and withdrawing students.
Administrative Support:
Maintain accurate student records, including academic information, semester grades, and test scores
Prepare and distribute necessary forms and documents related to college scholarships, early graduation, graduation, student enrollment/withdrawal
Update and maintain student information within PowerSchool
Registering and/or assisting with the registration of students
Maintaining and preparing student transcripts for transfer
Distributing Graduation Information to students and parents
Generates documents in PowerSchool (reports cards, schedules, transcripts, grade verifications).
Maintain and update Guidance web pages as needed
Maintain and process Volunteer Reports for building
Process education verifications and Transcript requests
Communication:
Answer phone calls, greet visitors, make school intercom announcements, and direct inquiries to the appropriate counselor or school principal
Communicate effectively with students, parents, teachers, and administrators regarding counseling services and appointments.
Send reminder notices for important deadlines, i.e. graduation, meetings, academic eligibility review, teacher notification reminder of grading deadlines,
Implements appropriate portions of the Federal Privacy Act
Composes routine correspondence for supervisor’s signature.
Composes Proof of Enrollment documentation upon parent requests.
Compiles information from various sources for scholarships, records and reports.
Compose and distribute Senior Newsletters
Confidentiality:
Other duties may include:
Coordinating with other school departments to support student needs
Providing general clerical support as needed
Maintain a well-organized filing system, manage supplies,
Maintaining Foreign Exchange Student documentation
Performs other such tasks as assigned by counselor(s) or the principal.
Required Skills:
Ability to effectively manage multiple schedules and prioritize tasks.
Excellent organizational and time management skills
Strong communication and interpersonal skills
Ability to maintain confidentiality
Proficiency with computer software such as Microsoft Office and Google Workspace.
Qualifications:
High school diploma or equivalent
Administrative experience in an office setting, preferably within a school environment
Knowledge of student privacy laws and confidentiality guidelines
A complete online application and application materials must be submitted.
Please be sure to include the following in your application materials:
• A complete listing of employment locations
• Dates of employment
• Experience and education to meet the minimum qualifications
• Names of direct supervisors as well as two to three references with contact information.
For questions regarding this vacancy, please contact:
Ms. Jodie Clark
WJSH Principal
jodie.clark@whitko.org