Guidance Secretary - Part-Time, Interim

BRADLEY COUNTY SCHOOL DISTRICT; Cleveland (TN); On-site; USD 22,000 - 33,000; Full time

Job summary

BRADLEY COUNTY SCHOOL DISTRICT in Cleveland, TN seeks a secretarial position in the guidance office. You will assist in enrolling new students, managing transcripts, testing materials, and scheduling student meetings with counseling staff.

Essential duties include evaluating transcripts, maintaining records, processing enrollments, and preparing documents for communication with agencies and families. Knowledge of MS Office and Google platforms is preferred, bilingualism is a bonus.

Qualifications

• Familiar with basic elements of customer service and able to multi-task.
• Knowledge of Microsoft Office and Google platforms is preferred.
• Bilingualism is a benefit.
• Any combination of education and experience providing the required skill and knowledge would be qualifying.

Responsibilities

• Assists counselor in evaluating transcripts for transferring grades and credits to the student information system.
• Compiles student records for meeting state, federal, and district requirements.
• Informs staff of student course deficiencies and assists in addressing them.
• Maintains student records and reports to ensure up-to-date references and regulatory compliance.
• Performs enrollment and withdrawal activities to meet financial, legal, state or federal requirements.
• Prepares standardized documents and reports for communication with parties and agencies.
• Processes documents and materials for dissemination to appropriate parties.
• Provides transcripts, ACT scores, college applications, and related documents to students and parents.
• Researches discrepancies in student records to verify graduation status.

Skills

Customer service

Multi-tasking

Bilingualism

Microsoft Office

Google platforms

Education

High School diploma or equivalent

Secretarial experience (preferred)

Tools

Microsoft Office

Google platforms

Job description

Position Purpose

This position is for a secretarial position in our guidance office. Job duties would be to assist in the enrollment of new students, management of transcripts, management of testing materials, and assist in the scheduling of students to meet with counseling staff.

Essential Job Functions

• Assists counselor in evaluating transcripts of incoming students for the purpose of transferring grades and semester credit hours into the student information system.
• Compiles student records (e.g. birth certificates, transcripts, transfers, immunization, etc.) for the purpose of meeting State, Federal, and/or District requirements.
• Informs appropriate personnel of possible student course deficiencies for the purpose of assisting in addressing student course requirements.
• Maintains a variety of manual and electronic student records (e.g. grade checks, cum files, test scores, student information, etc.) for the purpose of providing up-to-date reference and complying with regulatory requirements and established guidelines.
• Performs enrollment and withdrawal activities (e.g. interpreting, requesting, and providing transcripts, updating automated student information system, Cohort student tracking system, etc.) for the purpose of ensuring compliance with financial, legal, state or federal requirements.
• Prepares standardized documents and reports (e.g. form letters and memos, calendars, bulletins, periodic reports, etc.) for the purpose of communicating information to other parties and/or agencies.
• Processes a variety of documents and materials (e.g. new registrations, transcripts and transcript requests, student employment verifications, withdrawals, etc.) for the purpose of disseminating information to appropriate parties.
• Provides a variety of documents (e.g. transcripts, ACT scores, college applications, etc.) for the purpose of assisting present and former students and/or their parents.
• Researches discrepancies in student records for the purpose of verifying graduation status and ensuring the accuracy of information.
• Responds to questions from a variety of internal and external sources (e.g. staff, other educational institutions, the public, parents and/or students, etc.) for the purpose of providing information and/or direction.
• Verifies student related data (e.g. grades, information, etc.) for the purpose of ensuring the accuracy of the student records.

Additional Duties

Attends department, in-service meetings, workshops and/or seminars as assigned for the purpose of conveying and/or gathering information required to perform job functions.

Perform any other related duties as assigned.

Qualifications Profile

Applicants should be familiar with basic elements of customer service and be able to multi-task while providing service. Knowledge of Microsoft Office and Google platforms is preferred. Bilingualism is a benefit. Any combination of education and experience providing the required skill and knowledge for successful performance would be qualifying.

Would Be Equivalent To

• High School diploma or equivalent.
• Prior successful secretarial experience preferred.

FLSA Status

Non-exempt