Counseling Office Secretary - #118919

Rochester Public Schools; Rochester (MN); On-site; USD 21,000 - 30,000; Full time

Job summary

Rochester Public Schools is seeking a clerical Professional to support the counseling office and maintain student records. The role involves preparing transcripts, organizing files, and assisting with communications and reports for counselors, teachers, and families.

Responsibilities include data entry, mailings, appointments, and ensuring confidentiality while coordinating with the Office of Human Resources. This is a full-time clerical contract for the 2024-2026 period.

Qualifications

• Proficiency with Microsoft Word and Excel required.
• Experience with Skyward preferred.
• Strong organizational and clerical skills are essential.
• Excellent interpersonal skills to communicate with students, families and staff.

Responsibilities

• Prepare student records, transcripts, and send to colleges, AVTI's employers, and scholarship applications.
• Maintain student files, attach labels, tests, portraits and other reports.
• Type materials for counselors and teachers (letters, newsletters, handbooks).
• Assist visitors to the counseling office and schedule counselor appointments.
• Answer questions within confidentiality guidelines.
• Supervise and direct student aides and monitor attendance.
• Finalize permanent records of graduating class and microfilm records.
• Organize and type the graduation statistics publication.
• Mail and distribute progress reports and other documents to counselors and teachers.

Skills

Microsoft Word

Excel

Skyward

Organization

Interpersonal skills

Tools

Skyward

Microsoft Word

Excel

Job description

ESTIMATED INTERVIEW DATE:Ongoing

WORK SCHEDULE8 hours per day; Monday - Friday; 7:30 a.m.- 4:00 p.m.

2026-2027 Work Calendar - 240 Days

CLASSIFICATION:B-2-1

Clerical Contract 2024-2026

Hiring Manager:Matt Ruzek, John Marshall Principal

If you have questions regarding a job posting, contact the Office of Human Resources @ 507-328-4251 or [e-mail]

Job Summary:

• Prepares student records, including transcripts, and sends to colleges, AVTI's employers, and scholarship applications as requested by students or schools.Keepsa running tally of where each student's records are sent
• Maintains student files; affixes grade and attendance labels, standardized tests, portraits, and files other student reports.Pulls folders for counselors and files them.Computes student rank and grade point averages as needed
• Types materials as requested by counselors and teachers; i.e., letters, newsletters, handbooks, etc.
• Assist visitors to the counseling office.Makes appointments with counselors.Secures meeting places as needed
• Answers questions following guidelines as to what information can be shared and what is confidential
• Gives work direction, keeps attendance and monitors performance of student aides
• Finalizes permanent records of graduating class.Microfilms records
• Organizes and types the publication "Statistics and Destination of the Graduating Class"
• Records, address envelopes for and mails mid-quarter progress reports.Distributes copies to counselors and teachers as needed
• Collect student homework from teachers as requested.Distributes messages, forms and test room schedule.Prepares and sends age certificates
• Perform other duties within the level of responsibility of the position as assigned by the supervisor

Qualifications:

• Computer skills, experience and proficiency with the following programs: Microsoft Word and Excel; experience withSkyward preferred
• Strong organization and clerical skills to handle a variety of office procedures
• Welcoming human relations skills to communicate and deal effectively with students, families, and staff
• Ability to take initiative, prioritize, organize, manage multiple tasks, work under pressure, problem-solve, work independently, and handle frequent interruptions
• Must have completed or be willing to enroll in and complete the District Medication Handling course.Prefer CPR/First Aid certification or willingness to become certified
• Training/experience in office-related duties (i.e. administrative assistant, office management, communicating with the public, data privacy, etc.)
• A lifelong learner; believes in continuous improvement

Required Dispositions:

• In addition, the specific skills/educational qualifications for this include:
• Believes that all students can attain high levels of learning.
• Takes responsibility for the learning of ourstudents and his/her own performance.
• Possesses the knowledge and skills to build effective educational experiences that benefit all students.
• Functions as an effective member of the educational/school team.
• Won't shy away from today's educational challenges.
• Utilizes effective interpersonal skills.
• Has a proven track record of success.
• Works with great integrity

Commitment to Equity:

Rochester Public Schools is committed to diversifying its workforce to better reflect the community we serve.We believe the practices used in recruiting, interviewing, hiring, supporting, and promoting staff must include and honor, at every level, those who represent the diverse identities of our schools and community.

https://www.rochesterschools.org/equity-statement

Common and Shared Accountabilities for All Positions

Employees of the Rochester Public School District #535 are expected to support the goals, model and promote an environment that is respectful for all, and work collaboratively with other staff to focus on the needs of the learner. A quality, customer focus that conveys a welcome attitude, an adaptability to change, and a desire for continuous improvement is also expected of all employees. In addition, staff are to respect confidential matters, encourage a safe and secure environment throughout the schools, and be dependable and accountable employees.

District Information:

To learn more about Rochester Public Schools, visit www.rochesterschools.org.

All qualified applicants will be considered without regard to protected characteristics such as race, color, religion, sex, national origin, age, or disability.