Administrative Assistant I - Counselor

Job Title: Administrative Assistant I, CounselorWage/Hour Status: Non-ExemptReports to: Campus Principal/CounselorsPay Grade: Clerical/Technical 3Dept./School: Assigned Secondary CampusDate Revised: 04/10/2025PRIMARY PURPOSEUnder moderate supervision, provide routine clerical support for the efficient operation of the school counseling office and professional staff. Maintain current and accurate confidential student records.QUALIFICATIONSEducation/Certification:High school diploma or GEDSpecial Knowledge/Skills:Knowledge of general office proceduresProficient keyboarding and file maintenance skillsAbility to use software for spreadsheets, databases, and word processingAbility to follow verbal and written instructionsAbility to manage multiple tasks and changing priorities with minimal directionEffective organizational, communication, and interpersonal skillsExperience:Two years of clerical/secretarial experience, preferably in public educationMAJOR RESPONSIBILITIES AND DUTIESRecords, Reports, and CorrespondenceProvide clerical support including word processing, data entry, filing, and record maintenance.Prepare correspondence, transcripts, requisitions, forms, presentations, and reports.Prepare materials for honor roll, awards assemblies, and student recognition programs.Record student data, including test scores and final grades, on permanent records.Create and maintain student files and ensure completeness of records.Assist with student registration, including records requests, cumulative folders, and data entry.Assist with student schedule changes and updates.Support attendance processes, including entering PEIMS data and verifying accuracy.Reception and PhonesGreet and direct visitors and assist students, staff, and parents.Answer incoming calls, take accurate messages, and route appropriately.Assist counselors with scheduling meetings and appointments.OtherReceive, distribute, and maintain security of testing materials.Maintain college and career information resources for students, parents, and staff.Assist with distribution of student materials, including homework requests.Receive, sort, and distribute mail, documents, and deliveries.Maintain confidentiality of all student and staff information.SUPERVISORY RESPONSIBILITIESNone.MENTAL DEMANDS / PHYSICAL DEMANDS / ENVIRONMENTAL FACTORSTools/Equipment Used: Standard office equipment including personal computer and peripheralsPosture: Prolonged sitting; occasional bending/stooping, pushing/pulling, and twistingMotion: Repetitive hand motions; frequent keyboarding and mouse use; occasional reachingLifting: Occasional light lifting and carrying (less than 15 pounds)Environment: May work prolonged or irregular hoursMental Demands: Work with frequent interruptions; maintain emotional control under stressThis document describes the general purpose and responsibilities assigned to this job and is not an exhaustive list of all responsibilities and duties that may be assigned or skills that may be required.