Job Description
FRANKLIN COUNTY SCHOOLS JOB DESCRIPTION
JOB TITLE: GUIDANCE SECRETARY/SCHOOL SECRETARY/RECEPTIONIST (HIGH SCHOOL)
FLSA STATUS__-NON-EXEMPT
PAY GRADE: G
GENERAL STATEMENT OF JOB
Serves as the Guidance Department secretary/receptionist in receiving students, parents and other visitors to the Guidance Office and also in receiving telephone calls to the Guidance Office. Also may be assigned a certain level of school office general secretarial/receptionist duties and responsibilities. Reports to the Guidance Counselor(s) and/or school administrator(s).
DUTIES AND RESPONSIBILITIES
ESSENTIAL JOB FUNCTIONS
Types material from typed or handwritten copy, which requires use of a variety of complicated formats for preparing grades, correspondence, scholarships, transcripts, certificates and reports.
Certifies and sends initial and final transcripts to institutions of higher education.
Assists students who are entering one of the various branches of the military with required procedures.
Sets up conferences and appointments with parents, teachers and administrators.
Orders materials such as college catalogs and applications, forms for student records and general office supplies.
Collects fees for items such as transcripts and special tests.
Establishes and maintains a variety of files and records for current and past school years.
Screens office and telephone callers and conveys telephone messages.
Conveys telephone messages.
Maintains confidentiality in matters relating to the school and students.
Types, proofreads and uses required computer programs.
Opens, sorts and distributes incoming and courier mail; appropriately forwards e-mail.
Maintains Guidance Department records and protects the confidentiality and security of these records.
ADDITIONAL JOB FUNCTIONS
Utilizes positive human relation skills with staff, students and parents in fulfilling requests for assistance.
Performs special projects such as gathering data for surveys, test scores for accountability, etc.
Suggests procedures for improved office efficiency.
Uses general office machines such as copiers, calculators, etc.
Maintains occupational and college information files.
Assists the guidance counselor(s) in planning field trips for students to schools, colleges, and commercial or governmental organizations.
Assists the counselor(s) with the testing program.
Carries out other duties as assigned by the counselor(s) and supervisor(s).
MINIMUM TRAINING AND EXPERIENCE
Graduation from high school with preference given to an Associate's degree in secretarial science or office management; or an equivalent combination of education, training and experience that provides the knowledge, skills and abilities required to perform the job functions.
MINIMUM QUALIFICATIONS OR STANDARDS REQUIRED TO PERFORM ESSENTIAL JOB FUNCTIONS
Physical Requirements: Requires light physical work. Must be able to lift mail and boxes up to ten pounds. Must be able to sit at a computer for extended periods of time.
Interpersonal Communication: Requires the ability to speak and/or signal to people to convey or exchange information. Includes giving instructions, assignments or directions to parents, students, and staff.
Intelligence: Requires the ability to apply common sense understanding to carry out instructions furnished in written, oral or diagrammatic form.
Verbal Aptitude: Requires the ability to record and deliver information, to explain procedures, to follow written and oral instructions. Must be able to communicate effectively and efficiently in standard English.
Numerical Aptitude: Requires the ability to add, subtract, multiply and divide.
Motor Coordination: Requires the ability to coordinate the eyes and hands to use a keyboard.
Interpersonal Temperament: Requires the ability to deal with people beyond giving and receiving instructions. Must be adaptable to performing under minimal to moderate levels of stress.
Physical Communication: Requires the ability to talk, write and hear.
KNOWLEDGE, SKILLS AND ABILITIES
General knowledge of the standard procedures for running an office.
Knowledge of the use of standard office equipment.
General knowledge of word processing and familiarity with required computer programs.
Ability to demonstrate proper telephone etiquette.
Ability to establish and maintain effective working relationships with staff, students, parents, and volunteers.
Ability to maintain confidentiality.
Ability to exercise independent judgment and initiative in completing work assignments. Franklin County Schools
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