Registrar/ Counseling Secretary

JOB TITLE: Counseling Secretary/ Registrar DEPARTMENT: Staff REPORTS TO: Principal or Designee FLSA CLASSIFICATION: Non-Exempt EFFECTIVE DATE: 5/12/21
Position Summary:

The Counseling Secretary provides support to School Counselors (Guidance Suite) in their Work-Based Learning and College and Career Planning endeavors. Activities include but are not limited to: maintaining student records, preparing and producing a variety of reports, letters, memorandums, and communication, data management, event scheduling and calendar maintenance.

Additionally, the Counseling Secretary is responsible to: communicate with a variety of internal and external sources as it pertains to programs associated with the Guidance team, to include, but not limited to, staff, parents, students, partners, and higher educational institutions.

Essential Functions:

• Assist School Counselors in reviewing academic transcripts and supporting documentation for the purpose of determining academic status
• Compile information needed to create student files and ensure that documentation is updated and accurate both in paper and electronic form, and disseminate information to appropriate internal department(s) when required
• Prepare and manage documents and reports intended to organize and communicate data generated by School Counselors.
• Generate, prepare, and distribute external documents (progress reports; report cards and all additional mailings throughout the year) to appropriate parties
• Field internal and external phone calls and address and/or refer to appropriate staff members when required.
• Provide documents, when requested and authorized, to parents, higher educational institutions, etc. for the purpose of assisting students' external endeavors
• Prepare, document, and distribute working papers for student body.
• Handles all aspects of student working papers.
• Registrar-handles all aspects of enrollment and maintains all student records in the student management system.
• Maintain mail machine.
• Any additional duties as assigned by management.

Education, Experience and Work Requirements:

• High School or equivalent
• Proficiency in required software packages, which includes, but is not limited to, Google Suite, Word and PowerPoint.

Knowledge, Skills and Abilities:

• Ability to work independently or as part of a team.
• Ability to make difficult decisions independently, involving multiple functions within and/or outside of the organization.
• Ability to be flexible as well as detail oriented.
• Ability to address and resolve conflict in a professional manner.
• Strong planning, problem solving, organizational, verbal and written communication and interpersonal skills.

Physical Requirements/ Working Conditions:
PHYSICAL DEMANDS
Indicate percent or (ü) as appropriate.
A. What are the physical mobility requirements of this job?

Never
(0% of time)
Occasional
(up to 25%
of time)
Routinely
(up to 50%
of time)
Frequent
(up to 75%
of time)
Continuously
(up to 100%
of time)
1. Climbing
ü
2. Balancing
ü
3. Stooping/Bending
ü
4. Kneeling, Crouching, Crawling
ü

5. Reaching

ü
6. Handling, Fingering, Feeling
ü
7. Talking
ü
8. Hearing
ü
9. Standing
ü
10. Walking
ü

B. What are the physical effort requirements of this job?
Lifting - Number of pounds lifted...
Waist high

ü
Shoulder high

ü

Above head

ü

Carry - Percent of time pounds are....
Carried alone
ü
Carried w/someone
ü
Distance weight must be carried
Varies
feet

Pushed
ü
Pulled
ü
Held
ü

WORK ENVIRONMENT
What are the elements of this job's work environment? Indicate percent or (ü) as appropriate.

Never
(0% of time)
Occasional
(up to 25%
of time)
Routinely
(up to 50%
of time)
Frequent
(up to 75%
of time)
Continuously
(up to 100%
of time)
Indoors
ü
Outdoors
ü
In an automotive vehicle
ü
The condition of the air is...
Clean (controlled)
ü
Normal/average
ü
Dusty/dirty
ü

Wet/humid
ü
Affected by fumes, smoke, etc.
ü
The noise level is...
Normal
ü
Loud, requiring ear protection
ü


Personal Protective Equipment (PPE) when required:

• Masks

I have reviewed and understand the job description and believe it to be accurate and complete. I understand that the organization retains the right to change the Job Description as they deem necessary. I will follow and adhere to my Job Description to the best of my ability.

Employee Signature Date

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