Hybrid Guidance Secretary (12 month position) at Bethel Public Schools

1. Knowledge of office procedures, equipment, and practices.
2. Knowledge of proper English usage, grammar, spelling, and punctuation.
3. Computer skills, with proficiency in various computer applications.
4. Ability to follow complex instructions, prioritize work, multitask, and solve problems independently.
5. Ability to answer questions in person or over the telephone and handle telephone calls tactfully and courteously.
6. Strong organizational skills.
7. Such alternatives to any of the above as may be in the best interests of the school system.

• Completes all word processing functions for the office, including memoranda, newsletters, meeting notices, calendars, reports, bulletins, letters, documents, and correspondence.
• Takes and transcribes dictation as required. 
• Performs usual office routines and practices.
• Prepares, processes, monitors, and maintains records of purchase orders. 
• Assists in preparation of materials and arrangements for events or activities associated with the office or supervisor(s), such as testing or graduation preparation, curriculum work, professional development, grant applications, handbooks, building use calendar, strategic school profile, budget, etc.
• Prepares and maintains student records, including attendance and emergency information, using Power School database. 
• Maintains an organized filing system, including confidential and locked files, when required.
• Welcomes visitors and screens calls in accordance with predetermined policy. 
• Process incoming and outgoing correspondence and mailings.
• Handles student activity accounts and projects as required. 
• Assists and provides coverage for the office staff as needed.
• Performs other duties as assigned by supervisor. 

Accompanying Secretary Job Description

Prepares, updates, and maintains

1. Oversees college application process

    

   1. Scheduling meetings for students with school counselors

   2. Transcript processing

   3. Following up with teachers for letter of recommendation submissions

   4. Obtaining approval from parents for release of student information to colleges

2. Naviance

    

   1. college applications transmittal

   2. letters of recommendation

   3. transcripts

   4. mid year reports to colleges

   5. uploading class rank as updated

   6. setting up accounts for new students and faculty

   7. maintaining accurate student demographic information

3. Arrange all materials for new students and withdrawn students

4. Enrollment summary

5. Retainment in grade preparation (summer)

6. Review class rank for errors at the end of each semester

7. Publish Honor roll 

8. Graduation status - 

    

   1. prior to graduation, review all seniors have met graduation requirements in consultation with school counselors

   2. follow up with seniors on their attending college as well as non college bound 

9. Prepare final transcripts and submit to attending college

10. Input credit/grades for PowerSchool

     

    1. Credit restoration for students

    2. Capstone

    3. Withdrawal from courses

    4. Community Service

11. Academic records requests for students who have withdrawn  

12. Transfer credits/outplaced student records

     

    1. utilizing PowerSchool, input any courses and credit from previous schools 

13. Permanent folders - prepare and maintain

14. SAT and ACT materials

     

    1. upload to Naviance

15. File Standardized test reports

16. Answers phone and greets all visitors to the school counseling center

17. Assists students and parents in making appointments with counselors.

18. Assists in the daily traffic of students and visitors

19. Assist counselors with school counseling programming logistics

20. Community Service role/duties