School Counseling Admin & Records Specialist

Loudoun County Public Schools; Leesburg (VA); On-site; USD 35,000 - 45,000; Full time

Job summary

Loudoun County Public Schools in Leesburg, VA, is seeking an administrative assistant for the School Counseling Office. The role involves clerical tasks, greeting visitors, managing files, and handling confidential information under established procedures.

The successful candidate will support the director and counselors, manage transcripts and admissions documents, maintain student records, run reports, and assist with the Master Schedule and SIS enrollment processes, ensuring accuracy and

Qualifications

• Ability to post and maintain a set of accounts; to process varied accounting transactions; to reconcile accounts, including tracing errors and resolving discrepancies; to search for, select, compile, and summarize data; to interpret and apply instructions and guidelines to specific situations
• Ability to compose a variety of memoranda or letters from general instructions, maintain complex records, and to assemble, organize, and prepare data from records
• Ability to determine work priorities; to maintain confidentiality; to work independently; and to work effectively during periods of heavy workloads and tight deadlines
• Thorough knowledge of business English, spelling, general vocabulary, and arithmetic
• Considerable knowledge of standard office equipment, including desktop PCs, scanners, printers, photocopiers and facsimile machines, and software including Microsoft Access, Excel, Word, and PowerPoint
• Good human relations and communications skills

Responsibilities

• Plans, initiates, and organizes administrative activities within the School Counseling Office.
• Services as the administrative assistant to the director of school counseling and support the school counselors.
• Manages inquiries made by parents, staff members, and visitors. Responds to the inquiries at the assistant level and provides the remaining to the director or the counselor.
• Prepares and or reviews correspondence requested by the director.
• Assists in the preparation of transcripts and college admission documentation.
• Conducts research requested by the director or school counselors.
• Assembles and maintains the student’s scholastic record.
• Prepares and processes various reports and information requested by the director.
• Retrieves and manipulates student information to create local, state, and federal required reports.
• Maintains files and records to include hardcopies and electronic files.
• Manages the Master Schedule for the School Counseling Office.
• Assists with enrolling students into the Student Information System manually or processes the online pre-registration; refers students to the Welcome Center and special education services; collects legal documents to maintain accurate data; assists families with activating ParentVUE system.
• Serves as the backup to the registrar and serves as the backup in the absence of the registrar or during high volume periods.
• Stays current on pupil accounting changes/requirements at the state and local level.
• Provides general office assistance to other school personnel.

Skills

Data entry & records

Confidentiality

Communication skills

Microsoft Office suite

Analytical skills

Education

High School Diploma or GED

Tools

Microsoft Access

Excel

Word

PowerPoint

Job description

Loudoun County Public Schools in Leesburg, VA, is seeking an administrative assistant for the School Counseling Office. The role involves clerical tasks, greeting visitors, managing files, and handling confidential information under established procedures.

The successful candidate will support the director and counselors, manage transcripts and admissions documents, maintain student records, run reports, and assist with the Master Schedule and SIS enrollment processes, ensuring accuracy and