Guidance Secretary

Iowa City Schools; North Liberty (IA); On-site; USD 30,000 - 45,000; Full time

Job summary

A leading educational institution is seeking a Counseling Office Secretary for the Middle School. The role involves supporting counselors and administrators with clerical duties, managing student records, and ensuring efficient office operations. The ideal candidate will possess strong communication skills, proficiency in data processing, and a commitment to confidentiality. This position requires a high school diploma and experience with relevant software. Join us in creating a supportive environment for students and staff.

Qualifications

• Ability to work harmoniously with students, parents, and staff.
• Secretarial, computer competency, and word processing experience required.

Responsibilities

• Serve as the school's registrar and student record technician.
• Registering new students and maintaining permanent records.
• Assisting in the registration process for the next school year.

Skills

Communication

Data Processing

Confidentiality

Problem Solving

Education

High School Diploma

Tools

Infinite Campus

Excel

Job description

Counseling Office Secretary Job Description (Middle School)

Job Goal: To assist the counselors and administrators in meeting the counseling and scheduling needs of students by performing clerical duties necessary to operate an organized, efficient, compassionate, and helpful office.

Reports to: Administrators and Counselors

Qualifications:

• Ability to work harmoniously with students, parents, and staff
• Knowledge of English, spelling, filing, and excellent data/word processing skills
• Secretarial, computer competency, and word processing experience required; knowledge of Excel
• Recognize and maintain the importance of confidentiality
• Understanding of computer scheduling or willingness to learn
• Ability to work with upset and/or distraught students, parents, or teachers by phone and in person
• Successful experience working with adolescents
• Strong aptitude for learning new software (e.g., Infinite Campus)

Performance Responsibilities:

• Serve as the school's registrar and student record technician, performing duties such as:
• Registering new students
• Requesting records of all students transferring into the school
• Sending out records for students transferring to other schools
• Maintaining permanent records for all students
• Checking in all incoming cumulative files
• Maintaining student cumulative files for transfer to high school at the end of the school year
• Storing and posting grades at the end of each trimester
• Boxing up 8th-grade files to be scanned/sent to high school at the end of the year
• Printing final transcripts and filing before sending cumulative files to new buildings
• Calculating honor roll and printing certificates
• Printing Student of the Month certificates
• Organizing documents and registration devices for New Student Registration in the fall
• Assisting principal/assistant principal/counselors in the registration process for the next school year, including entering student scheduling requests and computer tasks
• Making necessary schedule corrections on student schedules, both hard copy and data entry forms
• Collecting and checking registrations from 6th, 7th, and 8th-grade students
• Acting as secretary for the counseling staff (counselors, SFA, AEA agency personnel)
• Notifying teachers of schedule changes and making data entries on the computer as needed
• Becoming highly proficient in the use of Infinite Campus (the pupil/personnel software) for grading, report preparation, data input, and retrieval
• Maintaining an adequate supply of forms needed by the Guidance Office
• Requesting confidential information from teachers to assist counselors and administrators
• Welcoming students, staff, and families to the Guidance Office and offering support in a welcoming manner
• Performing other duties as assigned

Number of contracted days: 200