2026-27 School Year

182 days/year

8 hrs/day

 

 

Purpose Statement

 

The job of Secretary - Guidance/Counseling Department was established for the purpose/s of providing a variety of secretarial support to assigned administrators and/or department; establishing and maintaining department records; coordinating assigned projects, and compiling and distributing a wide variety of material and reports.

 

Essential Functions

 

• Compiles data (e.g. work orders, budget reports, specialized reports, personnel records, etc.) for the purpose of preparing reports or processing requests.


• Coordinates assigned projects and/or program components (e.g. proper distribution of materials to a variety of departments, arrangements for conferences, meetings, travel requirements, etc.) for the purpose of completing activities and/or delivering services in a timely fashion.


• Maintains a variety of manual and electronic documents, files and records {e.g. work orders, timesheets, expense reimbursement requests, etc.)  for the purpose of providing up-to-date information and/or historical reference in accordance with established administrative guidelines and legal requirements.


• Maintains inventory of supplies and materials (e.g. forms, office supplies, etc.) for the purpose of ensuring items' availability.


• Prepares a variety of correspondence, reports and other materials (e.g. letters, memorandums, minutes, charts, periodic and ad-hoc reports, etc.) for the purpose of documenting activities, providing a written reference, and/or conveying information.


• Processes a variety of documents and materials (e.g. timesheets, work orders, requisitions, travel reimbursements, etc.} for the purpose of disseminating information in compliance with established administrative guidelines.


• Researches assigned topics for the purpose of providing information that addresses school operations.


• Responds to inquiries from a variety of internal and external parties (e.g. district staff, other schools, government agencies, the general public, students, etc.) for the purpose of providing information, facilitating communication among parties and/or providing direction.


• Attends department and/or in-service meetings for the purpose of conveying and/or gathering information required to perform functions.


• Performs other related duties as assigned for the purpose of ensuring the efficient and effective functioning of the work unit.

 

Job Requirements:  Minimum Qualifications

 

Skills, Knowledge, and Abilities

 

SKILLS are required to perform multiple tasks with a potential need to upgrade skills in order to meet changing job conditions. Specific skill-based competencies required to satisfactorily perform the functions of the job include: operating standard office equipment; using pertinent software applications; and preparing and maintaining accurate records.

 

KNOWLEDGE is required to perform basic math, including calculations using fractions, percents, and/or ratios; read a variety of manuals, write documents following prescribed formats, and/or present information to others; and understand complex, multi-step written and oral instructions.   Specific knowledge-based competencies required to satisfactorily perform the functions of the job include: commonly accepted office application software and machines; and vocational standards.

 

ABILITY is required to schedule activities, meetings, and/or events; gather and/or collate data; and use basic, job-related equipment. Flexibility is required to work with others in a variety of circumstances; work with data utilizing defined and similar processes, and operate equipment using standardized methods.  Ability is also required to work with a diversity of individuals and/or groups; work with a variety of data, and utilize job-related equipment. Problem-solving is required to identify issues and create action plans. Problem-solving with data requires independent interpretation of guidelines, and problem-solving with equipment is limited to moderate.    Specific ability-based competencies required to satisfactorily perform the functions of the job include: maintaining confidentiality;  meeting deadlines and schedules; working with detailed information/data, and working in multiple locations (by assignment).

 

RESPONSIBILITY

 

Responsibilities include: working under direct supervision using standardized routines; providing information and/or advising others; and operating within a defined budget.

 

The utilization of some resources from other work units is often required to perform the job's functions. There is a continual opportunity to have some impact on the organization's services.

 

WORKING ENVIRONMENT

 

The usual and customary methods of performing the job's functions require the following physical demands: some lifting, carrying, pushing, and/or pulling; and significant fine finger dexterity.  Generally, the job requires 70% sitting, 15% walking, and 15% standing. This job is performed in a generally clean and healthy environment.

 

 

Experience           

Job related experience is required.

 

Education             

High School diploma or equivalent.

 

Equivalency         

None Specified

 

Required Testing

None Specified

 

Continuing Educ. I Training

None Specified

 

Certificates & Licenses

None Specified

 

Clearances

Criminal Justice Fingerprint/Background Clearance