Guidance Secretary

POSITION DESCRIPTION

POSITION TITLE

Guidance Secretary

SCHOOL/DEPARTMENT

Guidance - assigned a high school

SALARY

Salary Grade 58 plus supplement

FLSA STATUS

Non-Exempt

REPORTS TO

Guidance Counselors

SUPERVISES

None

WORK WEEK SCHEDULE

Monday - Friday

WORK HOURS

40

NUMBER OF MONTHS PER YEAR

10

POSITION PURPOSE:

The Guidance Secretary is responsible for serving as clerical support to the Counselors in the school Guidance Department.

MINIMUM QUALIFICATIONS:

KNOWLEDGE, SKILLS, AND ABILITIES:

Thorough knowledge of standard office practices, procedures, and equipment

Thorough knowledge of school system routines and procedures

General knowledge of business English, spelling, and arithmetic

Ability to establish and maintain effective working relationships with associates

Ability to type, take, and transcribe dictation accurately as necessary

Ability to prepare and maintain computerized records and systems

Ability to meet the public effectively

Ability to interact with students with empathy, courtesy, and professionalism EDUCATION, TRAINING, AND EXPERIENCE:

High School Diploma supplemented by various courses in business, typing, data processing, and bookkeeping

Considerable experience in clerical work

Any equivalent combination of training and experience that provides the required knowledge, skills, and abilities CERTIFICATION AND LICENSE REQUIREMENTS:

Must possess a valid driver's license issued by the NC Department of Motor Vehicles PREFERRED QUALIFICATIONS:

Experience in a public school setting, especially in the Guidance Department

Spanish Speaking

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Serve as primary clerical support to the Guidance Counselors in the school

Act as Guidance Office receptionist and telephone operator

Prepare and maintain files and records for the department

Assist the Counselors, teachers, school staff, students, and parents

Reconcile bank statements and issue purchase requisitions and orders as needed 6. Sort and distribute Guidance Office mail

Prepare student files and records for review, entrance, and/or withdrawal

Update student files with appropriate information

Handle a variety of routine technical and administrative assignments

Compose and type letters and memoranda in conformance with school policies and/or from brief instructions

Set up and maintain office procedures and filing systems

Meet and screen visitors to the Guidance Office

Perform additional duties as assigned by the Guidance Counselors

WORKING CONDITIONS

PHYSICAL DEMANDS

Work is considered light physical work requiring the exertion of up to 20 pounds of force.

WORK ENVIRONMENT

Employees in this position are required to work in indoor and outdoor environments and come into direct contact with OCS staff, students, and the public.

ACKNOWLEDGEMENTS

The following signatures acknowledge that the supervisor has verified the accuracy of the position description, has discussed position requirements with the employee, and has advised the employee of work performance expectations

Reviewed by: Employee's Signature

Date

Approval by: Supervisor's Signature

Date

The completed and signed position description shall be maintained at the employee's work location, shall be reviewed with the employee by his or her immediate supervisor, should be revised as required, and shall serve as the basis for all required evaluations.

DISCLAIMER: The above statements are intended to describe the general purpose and responsibilities assigned to this position. They are not intended to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and skills that may be required of the employees assigned to this position. This description may be revised by the supervisor, with HR review and approval, at any time.