Guidance Department Secretary

Greater Jasper Consolidated Schools; Jasper (IN); On-site; USD 32,000 - 52,000; Full time

Job summary

Greater Jasper Consolidated Schools is seeking a dedicated Guidance Department Secretary to provide administrative and clerical support to the school counseling team. You will help with student scheduling, enrollment, records management, and communications with families, colleges, and community partners.

The role emphasizes confidentiality, professionalism, and the ability to work with students, staff, and outside agencies in a fast-paced school setting.

Qualifications

• High school diploma or equivalent; additional education or office experience preferred.
• Strong clerical, organizational, and record-keeping skills.
• Genuine interest in supporting students and their academic, career, and personal success.
• Ability to work effectively and professionally with students, families, counselors, administrators, staff, and community members.
• Strong written and verbal communication skills.
• Ability to maintain strict confidentiality when handling student records and sensitive information.
• Proficiency with common computer applications, student information systems, databases, and office technology.
• Ability to manage multiple priorities, deadlines, and frequent interruptions in a busy office environment.
• Strong attention to detail and a high degree of accuracy.

Responsibilities

• Provide administrative and clerical support to school counselors, administrators, and other guidance department personnel.
• Welcome and assist students, families, staff, and visitors to the guidance office in a professional and supportive manner.
• Schedule student and parent appointments with counselors and assist with maintaining counseling department calendars.
• Maintain accurate and confidential student academic records and guidance department files.
• Assist with student enrollment, withdrawal, transfers, and records requests.
• Process transcript requests and assist with the preparation and distribution of academic records.
• Support student scheduling, course selection, schedule changes, and related record keeping.
• Assist counselors and administrators with monitoring graduation requirements, credits, and other academic information.
• Coordinate guidance office activities, meetings, deadlines, and special events as needed.
• Maintain organized electronic and paper records with a high degree of accuracy.
• Work collaboratively with counselors, administrators, teachers, office staff, and other district personnel.
• Demonstrate dependability, initiative, flexibility, professionalism, and sound judgment.
• Perform other duties as assigned by the building principal or designee.

Skills

Clerical skills

Organizational skills

Record-keeping

Written communication

Verbal communication

Confidentiality

multitasking

Attention to detail

Interpersonal skills

Education

High school diploma or equivalent

Office experience preferred

Tools

Student Information Systems

Databases

Office technology

Job description

Position Summary

The Guidance Department Secretary provides administrative and clerical support to the school counseling department and serves as a primary point of contact for students, families, staff, colleges, employers, and community partners. The position plays an important role in supporting student scheduling, academic records, graduation requirements, postsecondary planning, and the overall operation of the guidance office.

Reports To

Building Principal and/or Guidance Counselors

Qualifications

• High school diploma or equivalent; additional education or office experience preferred.
• Strong clerical, organizational, and record-keeping skills.
• Genuine interest in supporting students and their academic, career, and personal success.
• Ability to work effectively and professionally with students, families, counselors, administrators, staff, and community members.
• Strong written and verbal communication skills.
• Ability to maintain strict confidentiality when handling student records and sensitive information.
• Proficiency with common computer applications, student information systems, databases, and office technology.
• Ability to manage multiple priorities, deadlines, and frequent interruptions in a busy office environment.
• Strong attention to detail and a high degree of accuracy.

Performance Responsibilities

• Provide administrative and clerical support to school counselors, administrators, and other guidance department personnel.
• Welcome and assist students, families, staff, and visitors to the guidance office in a professional and supportive manner.
• Schedule student and parent appointments with counselors and assist with maintaining counseling department calendars.
• Maintain accurate and confidential student academic records and guidance department files.
• Assist with student enrollment, withdrawal, transfers, and records requests.
• Process transcript requests and assist with the preparation and distribution of academic records.
• Support student scheduling, course selection, schedule changes, and related record keeping.
• Assist counselors and administrators with monitoring graduation requirements, credits, and other academic information.
• Support processes related to graduation, scholarships, college and career planning, testing, and other student opportunities.
• Assist with communications involving colleges, universities, employers, military representatives, community organizations, and other outside agencies.
• Enter, maintain, retrieve, and verify information within student information systems and other district software.
• Prepare reports, correspondence, forms, student lists, spreadsheets, and other guidance-related documents.
• Assist with standardized testing, assessments, and other student programs as assigned.
• Maintain and distribute information regarding scholarships, college and career opportunities, financial aid, and other postsecondary resources.
• Answer telephone calls, emails, and inquiries and direct students and families to appropriate personnel or resources.
• Handle sensitive student and family information with professionalism, discretion, and strict confidentiality.
• Recognize situations requiring immediate counselor or administrator attention and communicate those concerns promptly.
• Coordinate guidance office activities, meetings, deadlines, and special events as needed.
• Maintain organized electronic and paper records with a high degree of accuracy.
• Work collaboratively with counselors, administrators, teachers, office staff, and other district personnel.
• Manage multiple responsibilities and frequent interruptions while maintaining a welcoming and student-centered office environment.
• Demonstrate dependability, initiative, flexibility, professionalism, and sound judgment.
• Perform other duties as assigned by the building principal or designee.

Essential Expectations

The successful Guidance Department Secretary will demonstrate exceptional confidentiality, organization, accuracy, professionalism, and interpersonal skills. Because the guidance office frequently works with students and families regarding sensitive academic, personal, and postsecondary matters, the secretary must exercise discretion, good judgment, empathy, and a strong commitment to serving students.