About this role
The Counseling Secretary provides comprehensive administrative and organizational support to the School Counseling Department and serves as a primary point of contact for students, parents, staff, and community partners. This position ensures the efficient operation of the counseling office, supports post-secondary planning initiatives, assists with student services and registration, and maintains accurate records while upholding strict confidentiality. The Counseling Secretary contributes to a welcoming and inclusive school environment that supports student success. This would be two days or 15.5 hours. Essential Duties and Responsibilities Office Operations & Customer Service
• Serve as the first point of contact for the counseling office, greeting and assisting students, parents, staff, and visitors in a professional and welcoming manner.
• Assist students, parents, and staff with a variety of requests, including locating schedules, assigning lockers, unofficial records, and resetting PowerSchool passwords.
• Answer the Counseling Department main office phone; take and relay messages, and direct callers to appropriate personnel.
• Maintain schedules for all counselors, including making appointments for students and parents and issuing student passes for meetings.
• Deliver counseling passes and information to students and teachers as necessary.
• Train and supervise Teacher Aides in delivering passes, making copies, and performing other office duties.
• Demonstrate a commitment to building and maintaining a safe, fair, and respectful working and learning environment that honors the cultural diversity of students and staff, including maintaining confidentiality for all staff and students
Student Records & Registrar Support
• Assist the registrar with enrollment and records management, including:
• assisting with filing
• assembling document distribution as needed
• maintaining proper levels of needed documents, such as registration packets, course registration forms etc.
• printing schedules or transcripts as requested
• Ensure compliance with FERPA and district confidentiality policies.
• Data entry into PowerSchool information system, including log entries for student visits
Post-Secondary & Scholarship Coordination
• Coordinate college visits by scheduling and tracking visits and publicizing them through posters, flyers, announcements, and digital communications.
• Organize and update national college and scholarship information for student and parent access.
• Support the preparation and distribution of materials related to college and career readiness.
Communication & Publications
• Update the counseling section of the weekly school newsletter.
• Help maintain content on the counseling page of the SHS website
• Help organize and distribute registration information to parents and students.
Testing & Program Support
• Assist with the coordination of standardized testing and other counseling-related programs as needed.
Clerical & Administrative Support
• Prepare correspondence, reports, and presentations for the counseling department.
• Maintain office spaces, supplies and equipment.
• Assist with organizing counseling events such as orientation, registration, and awards ceremonies.
• Perform other duties as assigned to support the mission and operations of the school.
Knowledge, Skills, and Abilities
• Excellent interpersonal and customer service skills with the ability to interact effectively with students, families, staff, and community members.
• Strong organizational and time-management skills with the ability to multitask in a fast-paced environment.
• Ability to maintain strict confidentiality and handle sensitive information.
• Effective written and verbal communication skills.
• Proficiency with Google Workspace.
• Ability to familiarize with Student Information Systems and post-secondary planning platforms preferred.
• Ability to supervise and train student aides.
• Cultural competence and commitment to equity and inclusion.
Minimum Qualifications
• High school diploma or equivalent required; associate's or bachelor's degree preferred.
• Previous secretarial or administrative experience required, preferably in an educational setting.
• Experience working with students and families is highly desirable.
• Bilingual or multilingual skills preferred but not required.
Physical Requirements
• Ability to sit and work at a computer for extended periods.
• Occasional standing, walking, bending, and lifting up to 25 pounds.
• Ability to communicate effectively in person, by phone, and via digital platforms.
Work Environment
• School office environment with frequent interaction with students, families, and staff.
• Fast-paced setting with regular interruptions and competing priorities.
• May require occasional evening hours for events.