Job Information
Boone Community School District High School Counseling Secretary in Boone, Iowa
High School Counseling Secretary JobID: 591
Position Type:
Secretarial/Clerical
Date Posted:
5/24/2024
Location:
Boone High School
BOONE CSD HIGH SCHOOL COUNSELING SECRETARY JOB DESCRIPTION
Title: High School Counseling Secretary
Status: Non-Exempt, Hourly
Reports To: Building Principal
Pay Schedule: Support Clerical
Prepared/Revised Date: 2024
Work Year: 10 months / 194 Days
Benefits: Health, Dental, Vision, and Long Term Disability insurance are available.
SUMMARY:
Responsible for the smooth and efficient operation of the school counseling office. Ensure that all of the following duties are completed in a timely and competent manner, personally or by delegation.
EDUCATION AND RELATED WORK EXPERIENCE:
High school diploma or equivalent.
Experience in secretarial work, computer skills, and customer service/office management preferred.
TECHNICAL SKILLS, KNOWLEDGE, AND ABILITIES:
Oral and written communication skills and English language skills.
Interpersonal relations skills.
Personal computer, digital resources, and spreadsheet skills.
Strong customer service and public relations skills.
Critical thinking and problem-solving skills.
Organizational skills and ability to coordinate large events.
Ability to maintain confidentiality in all aspects of the job.
Ability to manage multiple priorities.
Ability to manage multiple tasks with frequent interruptions.
Ability to diffuse and manage volatile and stressful situations.
Ability to interact and work effectively and cooperatively with people from diverse ethnic and educational backgrounds.
Ability to promote and follow building and departmental policies
Apply and follow all school district policies and state of Iowa laws.
MATERIALS AND EQUIPMENT OPERATING KNOWLEDGE:
Operating knowledge of and experience with personal computers.
Operating knowledge of and experience with Google (Mail, Calendar, Drive). Infinite Campus knowledge is helpful.
Operating knowledge of and experience with typical office equipment, such as telephones, copiers, fax machines, email, etc.
ESSENTIAL DUTIES AND RESPONSIBILITIES: Listed below are the essential tasks required for this job.
Job Tasks Descriptions
Provide administrative support to counseling office personnel assisting with managing and coordinating schedules, meetings, and events, composing and formatting correspondence, newsletters, handbooks, reports, other communication activities, and website maintenance.
Provide administrative support to counseling office personnel by assisting with daily spreadsheet updates regarding student absences; sending appropriate emails to students and compiling information for administrators.
Provide administrative support to counseling office personnel using great attention to detail, in updating student transcripts on Infinite Campus regarding DMACC courses, summer courses, new student entries, etc. Maintaining paper cum files in a secure manner and updating files as needed. Organizing new student cum folders and health folders.
Provide administrative support to counseling office personnel by assisting with 504 folders and plans. Includes delivering plans to the appropriate school personnel.
Provide administrative support to counseling office personnel by organizing ACT/PSAT/ASVAB/AP test materials, pencils, calculators, name tags, fee collection, etc.. Helping with pre-administration and, as appropriate, administration of testing. Also helping organize and dispense DMACC books to students.
Manage office workflow including scheduling College representatives and military recruiting visits. Using the flex system and the securepass system to assist students with these visits and other activities. Prepare, invite participants, and organize the College and Vocational Career Fair in the Fall as part of the Counseling Team.
Throughout the year, organize and update the BHS scholarship spreadsheet and webpage with over 200 scholarships. In Dec/Jan, contact local scholarship providers to prepare for Spring Scholarships. Responsible for following through with all local scholarship providers (over 50) to prepare for the Scholarship Night Awards program. This includes assisting students in finding the scholarship webpage, helping them determine appropriate scholarships, and completing their forms. Collecting some scholarship applications (some are online) and getting them to the scholarship providers; compiling winner lists and completing the Awards Night program; preparing certificates for recipients; and preparing Award Night scripts for the MC and counselors.
8.. Update Counseling TV’s weekly agenda and appropriate announcements. Compiling senior information for wall display in the Spring and helping organize and plan for Senior Signing Day.
Provide administrative support to counseling office personnel by learning and implementing Infinite Campus data compilation including sending emails; compiling student lists; and using Filter Designer and mailing labels.
Assist in organizing other events, such as Professionalism Day, as needed.
Maintain a variety of computerized and manual records, files, and department databases (e.g. information packets, rosters/listings, calendars,.) to document activities, providing reliable information and complying with district, state, and federal requirements.
Collaborating with High School Office & Athletic Office secretaries in various “building level” tasks.
Monitor the main entrance and use of the Visitor system.
Greet authorized personnel and visitors coming and going from the building.
Answering phone calls, and helping students and parents as needed.
Helping with various emergency drills.
Ensure that the office operates effectively and safely at all times.
Perform other duties as assigned.
PHYSICAL REQUIREMENTS AND WORKING CONDITIONS:
PHYSICAL ACTIVITIES
Amount of Time
None
Under 1/3
1/3 to 2/3
Over 2/3
Stand (depending on standing desk use)
..
X
.
Walk
.
X
..
Sit (depending on standing desk use)
..
X
.
Use hands to finger, handle or feet
...
X
PHYSICAL ACTIVITIES
Amount of Time
None
Under 1/3
1/3 to 2/3
Over 2/3
Reach with hands and arms
.
X
..
Climb or balance
.
X
..
Stoop, kneel, crouch, or crawl
.
X
..
Talk
...
X
Hear
...
X
Taste
X
...
Smell
X
...
WEIGHT AND FORCE DEMANDS
Amount of Time
None
Under 1/3
1/3 to 2/3
Over 2/3
Up to 10 pounds
.
X
..
Up to 25 pounds
.
X
..
Up to 50 pounds
.
X
..
Up to 100 pounds
X
...
More than 100 pounds
X
MENTAL FUNCTIONS
Amount of Time
None
Under 1/3
1/3 to 2/3
Over 2/3
Compare
.
X
..
Analyze
.
X
..
Communicate
...
X
Copy
..
X
.
Coordinate
..
X
.
Instruct
.
X
..
Compute
.
X
..
Synthesize
X
...
Evaluate
.
X
..
Use Interpersonal Skills
...
X
Compile
..
X
.
Negotiate
..
X
.
WORK ENVIRONMENT
Amount of Time
None
Under 1/3
1/3 to 2/3
Over 2/3
Wet or humid conditions (non-weather)
X
...
Work near moving mechanical parts
X
...
Work in high, precarious places
X
...
Fumes or airborne particles
X
...
Toxic or caustic chemicals
X
...
Outdoor weather conditions
.
X
..
Extreme cold (non-weather)
X
...
Extreme heat (non-weather)
X
...
Risk of electrical shock
X
...
Work with explosives
X
...
Risk of radiation
X
...
Vibration
X
...
VISION DEMANDS
REQUIRED TO PERFORM ESSENTIAL FUNCTIONS OF THE JOB
No special vision requirements
.
Close vision (clear vision at 20 inches or less)
X
Distance vision (clear vision at 20 feet or more)
X
Color vision (ability to identify and distinguish colors)
.
Peripheral vision
.
Depth perception
.
Ability to adjust focus
X
NOISE LEVEL
Level of noise typical in the work environment for this job
Very quiet
.
Quiet
.
Moderate
X
Loud
.
Very loud
.
Boone Community School District is an equal-opportunity employer. If you have questions or a grievance, contact the BCSD Equity Coordinator Mrs. Jill Janes, jjanes@boone.k12.ia.us, at BCSD, 500 7th Street, Boone, Iowa 50036; (515) 433-0750.