TERMS OF EMPLOYMENT:  10 months; Beginning September 30, 2024, for the 24-25 school year and concurrent terms.

QUALIFICATIONS

1. High School Diploma or equivalent and minimum of one (1) year experience in a secretarial setting
2. General knowledge of office practices and procedures
3. Computer experience; basic knowledge of and ability to use Microsoft Word and Excel
4. Excellent communication skills, ability to work with students, staff and general public in a friendly, diplomatic and efficient manner. Answer the phone, direct and assist callers.
5. Excellent written skills; ability to edit routine correspondence for spelling and grammar.

JOB SUMMARY

The Counselor Secretary will register students, grades 9-12; maintain computerized student records and files; provide student information to authorized parties in compliance with established policies; and provide general clerical support, information and/or direction as assigned.

REQUIRED EXPECTATIONS

• Be punctual and have consistent and regular attendance.
• Ensure the safety and well-being of each child by responding to their emotional, social and physical needs, as well as their education needs.
• Supports the mission of the Webb City R-7 School District.
• Supports the value of education.
• Complies with the privacy rights of students; safeguards confidential and/or sensitive information.
• Utilize developmentally appropriate practice and best practice methods at all times.
• Be warm and nurturing with students.
• Be customer service oriented and professional.
• Provide excellent customer service according to the standard of the District.
• Works to meet goals of the department and District with a spirit of cooperation.

ESSENTIAL JOB FUNCTIONS

The duties of the Counseling Office Secretary will include, but are not limited to the following:

• Attends department, in-service meetings, workshops and/or seminars as assigned for the purpose of conveying and/or gathering information required to perform job functions.

• Evaluates transcripts of incoming students (i.e. make necessary phone calls, request records, create cumulative file folder, etc.) for the purpose of transferring grades and semester credit hours into the Student Information System (SIS).
• Informs appropriate personnel of possible student course deficiencies (i.e. updates cumulative folders, etc.) for the purpose of assisting in addressing student course requirements.
• Maintains student information in SIS for the purpose of ensuring accurate information is reported.
• Mails transcripts, records, test scores, Special Education records for transfer students.
• Assists parents with Parent Portal issues.
• Assists Counseling Department in communications to students, parents and staff and sets appointments for counselors.
• Schedule college representative school visits.
• Update and make changes to the Program of Studies.
• Prepare Virtual grades upload.
• Finalize semester grades and mail senior transcripts to colleges, as requested.
• Maintains a variety of manual and electronic documents, files and records (i.e. grades, transcripts, student information, etc.) for the purpose of providing up-to-date information and/or historical reference in accordance with established administrative guidelines and legal requirements.
• Performs enrollment duties (i.e. enrollment date, enter class schedule, historical grades, etc.).
• Prepares standardized documents and reports (i.e. report cards, class schedules, form letters and memos, calendars, bulletins, periodic reports, etc.) for the purpose of communicating information of other parties and/or agencies.
• Processes a variety of documents and materials (i.e. transcripts, job verification, monthly, quarterly and end of year reports, etc.) for the purpose of providing required information to requests from students, other Districts, college/universities and/or employment agencies.
• Researched discrepancies in student records for the purpose of verifying graduation status and ensuring the accuracy of information.
• Responds to questions from a variety of internal and external sources (i.e. staff, other educational institutions, the public, parents and/or students, etc.) for the purpose of providing information and/or direction.
• Verifies student related data (i.e. grades, information, etc.) for the purpose of ensuring the accuracy of the student records for Core Data State Reporting.
• Print and disseminate semester grade cards.
• Generate student reports (i.e. academic letter, honor roll, class rank, National Honor Society, etc.).
• Generate senior information for Academic Awards Night and graduation ceremony (i.e. order diplomas, covers, honor cords, cum laude medals, graduate programs, graduation packets, scholarship and awards list and packets, etc.).
• Enter summer school records and reports.

• Assist in registration and pre-registration.
• Assist Counselors during testing.
• Monitor and maintain operation and maintenance of office equipment (i.e. copiers, etc.).
• Models positive behavior for students (i.e. inter-personal communication, processes, social interactions, etc.) for the purpose of providing educational and life skills training.
• Demonstrate professionalism and appropriate judgment in behavior, speech, dress and appropriate professional manner for the work setting.
• Demonstrates effective human relations and communication skills.
• Adheres to good safety practices.
• Ability to understand and adhere to all District rules, regulations and policies.
• All other duties as required or assigned.

PHYSICAL DEMANDS

While performing the duties of this job, the employee is regularly required to:

• stand, walk, sit and talk/hear;
• occasionally required to reach with hands and arms; stoop, kneel, crouch or crawl;
• occasionally push, pull or lift up to 50 lbs; and
• be able to see, including close, distance and depth perception.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.