Guidance Clerk

Job Title:  Guidance Clerk

Supervisor:  Principal, Assistant Principal and/or School Counselor(s)

FLSA:  Non-Exempt

Contracted Days:  205 days

Job Summary:

To assist guidance counselors in duties that have been assigned to the department and assist and relieve the counselors of paperwork and communications in order for them to devote more time to the counseling, testing, scholarships, and other concerns of students.

Qualifications:                             

• High school diploma (Associate degree in Administrative Assistance or Secretarial Science is preferred)
• General knowledge of secretarial duties and responsibilities.
• Ability to work with students, teachers, and the general public in a courteous manner.
• Proficient use of computers, PowerSchool, and other office applications (Microsoft / Google / Email).
• Such alternatives to the above qualifications as District Administration may find appropriate and acceptable.

Essential Duties:

• Coordinates the daily clerical support functions of the school’s counseling department, including copying and filing documents, scanning documents and preparing documents for archival storage, shredding documents, collating materials. Faxing information, maintaining logs and mailing lists, processing mail, ordering supplies
• Serves as liaison between the counseling staff and other school staff, teachers, students and the general public
• Assists Counselors and the school staff by performing a variety of secretarial and clerical duties, which may include but are not limited to composing routine reports and correspondence, preparing reports and correspondence, researching and compiling data, maintaining inventory of office supplies and equipment, scheduling meetings and maintaining calendars, maintaining computer record-keeping operations, establishing and maintaining filing systems, and making travel arrangements
• Attends meetings as required: records, transcribes, prepares and distributes meeting minutes: prepares meeting agendas
• Prepares, types, copies, files, transmits and/or mails various routine and confidential letters of correspondence, forms, work orders, records and reports
• Prepares and maintains the master counseling schedule
• Answers the telephone; provides accurate information to callers and/or forwards calls to appropriate staff person. Greets visitors and performs customer/public service duties as required. May perform various bookkeeping duties, including but not limited to assisting with budget preparation, maintaining accounts receivable/payable, preparing financial reports, processing invoices and requisitions, balancing accounts, maintaining fixed asset records
• Performs computer data entry to record and retrieve information; generates computer reports as required
• Copies and mails student records and keeps record of date of mailing
• Complies information for senior lists and follow-up survey for graduates
• Assists with test monitoring whenever necessary
• Assists the front office with answering the telephone and taking messages for faculty
• Prepares G.E.D. equivalence letters and keeps record of completions
• Types letters/ forms verifying graduation, driver’s education classes, pending graduation letters for the armed services and colleges
• Assists students with forms and records when transferring or withdrawing
• Coordinates and assists School Counselors in scheduling appointments for college representatives/ armed services to talk with interested students or graduates.
• Maintains a file for current college applications, information, and catalogs
• Types and mails scholarship information for students
• Completes requisitions, travel requests, and order supplies for guidance department
• Retrieves information from PowerSchool for students such as report cards, transcripts, attendance, discipline, etc.
• Types and copies annual registration forms and course descriptions for scheduling
• Enters student data and schedules into computer when necessary
• Maintains a file on out-of-attendance area students and on out-of-district student
• Types award/ scholarship information for annual graduation
• Collects fees, issue receipts and balances and turn in money for testing
• Types recommendation letters on students for counselors, teachers, and coaches
• Supervisor(s) may assign other duties as necessary.

Physical Requirements:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions. Must exhibit manual dexterity to enter data into a computer; to see and read a computer screen and printed material with or without vision aids; hear and understand speech at normal workplace levels, outdoors and on the telephone; speak in audible tones so that others may understand clearly in normal workplaces, outdoors and on the telephone; physical agility to lift up to 25 pounds.

Work Environment:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Duties are normally performed in a school/classroom environment. Duties may be conducted in work-related community settings and/or occasionally performed on study trips away from the school.

Pay Scale:

Guidance Clerk (Classified Scale 03) https://5il.co/1wzny

Last Update:

11/2024