Job description

JD 802

IGNACIO SCHOOL DISTRICT
COUNSELING SECRETARY

The counseling secretary assists the counselor in providing clerical assistance, provide a variety of clerical
tasks, maintain the office in an orderly manner, and provide a professional climate for school personnel,
students, parents and all other persons who may visit the counseling office.

QUALIFICATIONS

1. High School diploma or equivalent. Previous secretarial experience preferred.
2. Satisfactory preparations in the areas of business education and English.
3. Maintains an accurate filing system.
4. Ability to compose letters and have good phone etiquette.
5. Possess general bookkeeping skills.
6. Knowledge of computer systems, Microsoft Office, Email and office equipment.
7. Must be able to learn the student information system, Infinite Campus.
8. Ability to work cooperatively with others and must possess organizational skills.
9. Ability to relate well with students.
10. Must be able to maintain CONFIDENTIALITY.

RESPONSIBILITIES

The Counseling Secretary will be required to:
1. Assist the counselor in evaluating transcripts of incoming students for the purpose of transferring credit
hours.
2. Compile and maintain student records (e.g. birth certificates, transcripts, transfers, immunizations,
grades, etc.).
3. Maintain various manual and electronic (Infinite Campus) student records (e.g. grade checks, credit
checks, cumulative files, test scores, etc.) for providing up to date information.
4. Perform enrollment and withdrawal activities (e.g. interpreting transcripts, updating Infinite Campus,
etc.)
5. Process a variety of documents and materials (e.g. new registration packets, transcripts and transcript
requests, student employment verifications, withdrawals, etc.) for the purpose of distributing
information to the appropriate parties.
6. Provide a variety of documents (transcripts, college applications, scholarships, etc.) for the purpose of
assisting present and former students and/or their parents.
7. Research discrepancies in student records for the purpose of verifying graduation status and ensuring the
accuracy of information.
8. Respond to questions from a variety of internal and external sources (e.g. staff, other educational
institutions, the public, parents, students, etc.) for the purpose of providing information.
9. Verify student related data (e.g. grades, credits, information, etc.) for the purpose of ensuring the
accuracy of the student records.
10. Track and monitor student intern’s paperwork and hours, and input into Infinite Campus.
11. Be the point person for internship supervisors to contact regarding his/her intern, questions, and
concerns.
12. Track and record community service hours needed for graduation.
13. Maintains and updates course descriptions for ensuring availability and accurate information.
14. Search for scholarships in accordance with the students’ college and vocational needs and assist the
student in the application process.

JD 802
15. Keep a record of all scholarship applications each student has applied for and the amounts received.
16. Meet and greet students, parents and others in a professional and positive manner in person and on the
telephone and take messages and refer to appropriate personnel.
17. Give information to parents and students regarding counseling services and scholarships
18. Interact with staff and students in a positive and helpful manner.
19. Helps the Office Manager with enrolling students.
20. Performs other duties as may be assigned by the Guidance Counselor / Building Principal
REPORTS TO: The Guidance Counselor / Building Principal
TERMS OF EMPLOYMENT: To extend one week before the teachers report for the school year and for one
week after the teachers leave for summer break.

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