About this role
JOB TITLE: GUIDANCE SECRETARY JOB PURPOSE: To provide secretarial and clerical support to the guidance function within a school building. PREFERRED QUALIFICATIONS:
• High School diploma
• Post secondary training/education in related area and/or one year secretarial experience
• Demonstrated skills in interpersonal relations, word-processing, database management and other computer capabilities; excellent typing and general secretarial skills
• Such additions and alternatives to above qualifications as may be appropriate and acceptable
REPORTS TO: Building administrator RESPONSIBILITY/ACCOUNTABILITY: Responsible for quality and quantity of own work as assigned by building administrator. PERFORMANCE RESPONSIBILITIES:
• Welcome visitors, volunteers, students, staff, and parents to school.
• Create and maintain all department and student files in a manner which promotes easy retrieval of required information when necessary.
• Answer phones, screen calls, take messages, forward calls as appropriate. Record and relay student information as necessary. Assure messages are relayed to appropriate staff in a timely fashion.
• Perform word processing, data entry, photocopying, labeling, mailings and filing tasks of various kinds in a timely manner to meet departmental requirements. Handle incoming correspondence.
• Maintain all required forms, reports, surveys, used by the department.
• Coordinate the scheduling of guidance meetings with affected staff members, administrators, parents. Communicate information of same to interested parties in a timely fashion. Prepare agendas, minutes, etc. and distribute.
• Complete all state filing requirements within established timelines.
• Oversee substitutes and their assignments; assist staff in securing subs when necessary; coordinate provision of teacher coverage when needed.
• Submit substitute payroll on a weekly basis.
• Send attendance truancy letters.
• Prepare any purchase orders or requisitions for the department as necessary.
• Maintain all student records according to established departmental and district guidelines.
• Maintain all student information databases needed for effective operation of department.
• Produce reports, labels, transcripts, interim reports, class lists or other student guidance information as necessary to meet departmental objectives.
• Maintain high level of ethical behavior and confidentiality of information about students.
• Proactively work to utilize work day effectively; manage time to meet workload demands and building schedules.
• Maintain positive and professional relationships with co-workers.
• Demonstrate flexibility and ability to respond to changing priorities
• Demonstrate ability to work independently with minimal supervision.
• Perform other related duties as required or requested.
PHYSICAL REQUIREMENTS: Normal office physical demands; ability to work in busy front office environment; ability to work at desk for long periods of time often in a sedentary position; ability to file required documents in a timely fashion. TERMS OF EMPLOYMENT: 12 month position – 261 days EVALUATION: Performance of this job will be evaluated in accordance with the collective bargaining agreement between the Wilton Board of Education and WAESCA Wilton Public Schools is committed to a policy of equal opportunity for all qualified persons. Wilton Public Schools does not discriminate in any employment practice, education program, or educational activity on the basis of race, color, religious creed, sex, age, national origin, ancestry, marital status, sexual orientation, gender identity or expression, disability (including, but not limited to, intellectual disability, past or present history of mental disorder, physical disability or learning disability), genetic information & testing, Family & Medical Leave status, protected veteran status, or any other basis prohibited by Connecticut state and/or federal nondiscrimination laws. Wilton Public Schools prohibits retaliation against individuals who bring forth any complaint, orally or in writing, to the employer or the government, or against any individuals who assist or participate in the investigation of any complaint or otherwise oppose discrimination.