Guidance Counselor Secretary

West Chester Area School District; West Chester (Chester County); On-site; GBP 23,000 - 30,000; Full time

Job summary

West Chester Area School District is seeking a friendly Guidance Secretary to support the guidance office. The role handles phones, emails, records, transcripts, and student registrations to ensure smooth operations.

Reporting to guidance counselors and administration, the secretary will maintain confidential files, schedule appointments, and use PowerSchool/Naviance as needed. A 12-month term applies with contractual benefits per the Collective Bargaining Agreement.

Qualifications

• High school diploma or equivalent required.
• Proficiency with technology for communication and research.
• Strong interpersonal and diplomatic communication with staff, students, and families.

Responsibilities

• Answers phones and emails.
• Maintains confidential files and records.
• Prepares transcripts and student records for incoming and exiting students.
• Manages counselor schedules and student registrations.

Skills

Interpersonal skills

Communication

Microsoft Office

PowerSchool & Naviance

Education

High school diploma or equivalent

Tools

Microsoft Office Suite

PowerSchool

Naviance

Job description

About West Chester Area School District:

West Chester Area School District serves more than 12,000 students across 17 schools: 11 elementary, 3 middle, and 3 high schools. The district covers a 75-square-mile area that includes West Chester Borough and surrounding townships in Chester and Delaware Counties. The district boasts strong academic outcomes, including a 95% graduation rate, placing it in the top 10–20?percent of Pennsylvania public school districts. To learn more about strategic initiatives WCASD is leading, please visit Our Initiatives - West Chester Area School District.

Summary:

The Guidance Secretary provides secretarial support to ensure the smooth and efficient operation of the guidance office.

Essential Duties and Responsibilities:

• This list is intended to be illustrative rather than complete and serves to show the major duties and responsibilities of the position. It does not express or imply that these are the only duties to be performed by the incumbent. The employee will be required to consistently report to work and perform any other position-related duties requested by the supervisor.
• Communication
• Answers phones and emails.
• Maintains a customer service focus and welcoming demeanor.
• Record Keeping
• Establishes, monitors, and maintains confidential files and records.
• Maintains confidentiality in conversations and communications.
• Follows best practices regarding the management and transfer of records.
• Prepares transcripts and student records for incoming and exiting students.
• Scheduling
• Maintains guidance counselor schedules at the counselors' request.
• Student Registration
• Coordinates and completes all aspects of student registration.
• Updates student status changes throughout the school year.
• Demonstrates proficiency in Microsoft Office applications (e.g., PowerPoint, Excel, Word, etc.).
• Demonstrates the ability to work within PowerSchool, Naviance, and other software programs as needed.
• Performs other duties as assigned.

Minimum Qualifications:

To successfully perform this position, an individual must be able to perform each essential duty satisfactorily. The qualification requirements listed below represent the minimum levels of educational achievement, training, skill, and/or ability necessary.

• High school diploma or equivalent required.
• Proficiency in the use of technology for individual communication and research.
• Possesses effective interpersonal skills and the ability to interact diplomatically with teachers, administrators, parents, students, support staff, and outside professional contacts.

Qualified Candidate Will Be Required To:

• Use hands and fingers to handle or feel objects, tools, or controls and to talk and hear.
• Sit and occasionally stand, walk, stoop, kneel, and crouch.
• Have specific vision abilities, including close vision, color vision, and the ability to adjust focus.
• Have the ability to lift and/or move up to 25 pounds.
• Possess effective communication, judgment, planning, and human relations skills.
• Work under periods of stress due to the level of responsibility associated with the position.

Reporting Relationships:

• Reports directly to the guidance counselors and administration.
• Works cooperatively with other administrators, supervisors, staff, parents and others to perform job responsibilities as outlined.

Terms of Employment:

• This is a 12 month position (260-262
• Salary (step/level placement) & Benefits are as described in the current Collective Bargaining Agreement
• Group 2 ($22.46 per hour - $29.30 per hour)

Representation:

West Chester Area School District employees fall into the following groups:

• West Chester Area Education Association (Teachers, Instructional Coaches, and Long-Term Substitutes)
• West Chester Area Education Support Professionals Association (Paraprofessionals, Secretaries, Clerks, Technicians, and Specialists)
• West Chester Service Support Professionals (Facilities and Operations Staff Members)
• Non-Bargaining Members (Supervisory, Technical, and Confidential Employees)

This position is represented by West Chester Area Education Support Professionals Association (Paraprofessionals, Secretaries, Clerks, Technicians, and Specialists).

Disclaimers and Afffirmations

The West Chester Area School District provides equal employment opportunities to all employees and applicants for employment without regard to race, color, age, creed, religion, sex, sexual orientation, ancestry, national origin, disability, pregnancy, marital status, gender identity, or genetic information. Please refer to Board Policy 104 for further information regarding the District's commitment to Nondiscrimination in Employment Practices.

The above statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified.