Guidance Secretary

DARE COUNTY SCHOOLS

GUIDANCE SECRETARY

Reports to: Principal

Term: 11 Months

PERFORMANCE RESPONSIBILITIES

Essential Job Duties and Responsibilities:

1. Assume shared responsibility for the clerical functions of the Manteo High School guidance office and guidance counselors. 
2. Acquire and maintain a knowledgeable base of information concerning the total school program. 
3. Act as a primary liaison between the Manteo High School administration and faculty with the school community. 
4. Provide well-organized and accurate work.
5. Perform other duties as directed by the Principal.

Communication: 

1. Answer phones, take messages, and screen/direct calls to the appropriate guidance office staff. 
2. Set the invitational tone of the Guidance Office through presence and tone. 
3. Use language correctly and effectively. 
4. Answer student questions and assist students with needs before, during, and after school. 
5. Maintain confidentiality as required and appropriate. 
6. Demonstrate an openness to discuss suggestions. 
7. Screen and channel the calls from the school community members to the appropriate Guidance staff/teachers and the appropriate staff members. 
8. Record and handle any threatening calls that pertain to the school or its population (i.e., bomb threats, etc.). 
9. Deliver personal/urgent messages for students to classrooms by delivery from student aides.
10. Communicate by radio to administrators, custodians, and school nurses when appropriate. 
11. Organize guidance school mailings/communications/faxes for delivery to students, parents, and guidance counselors.

Office Organization: 

1. Coordinate the efficient workflow of the school relative to the responsibilities of the Manteo High School guidance counselors.
2. Complete clerical and copying responsibilities for the Manteo High School guidance counselors. 
3. Notify the office manager for office equipment, building repairs, telephone equipment, and service problems. 
4. Organize the Guidance Office (i.e., all district/school forms and inventory of office equipment/supplies). 
5. Make efficient use of time and resources available. 
6. Demonstrate a willingness to assist and work cooperatively with all Manteo High School colleagues from all divisions. 
7. Oversee distribution of student passes.

Student Enrollment/Withdrawal and Records: 

1. Assist with Manteo High School Student Registration days. 
2. Update and create new Enrollment Folders with current forms and documents. 
3. Assist new parents/students with the enrollment process during the school year.  Collect forms and documents from parents. 
4. Assist parents and students with the withdrawal process. 
5. Assign student aides to assist new students on their first day in locating classes and explaining lunch and school procedures, finding their lockers, and obtaining their books and student IDs. 
6. Assist the data manager with student records management as needed.

Knowledge and Abilities:

• Knowledge of general office practices.
• Knowledge of basic bookkeeping and accounting practices.
• Ability to operate standard office machines.
• Ability to use correct grammar, spelling, and mechanics in writing reports.
• Ability to compare information accurately.
• Ability to use basic computer programs (Word, Google, etc.) and learn to use more complex software.
• Ability to maintain confidentiality.

Training and Experience: 

• High School Diploma and two years of employment in an administrative office or equivalent combination of education and work experience, required.
• Training or experience in the use of Microsoft Office and Google is preferred