Clerical Class III - MS​/HS Guidance - Morton HS

Description

General

Role and Responsibilities:

Organize, coordinate and manage the secretarial support necessary for a professional school office. On a daily basis, interact directly, via phone or email with students, parents, principal, staff members and the public. Process and maintain accurate records for all students.

Possess competent secretarial skills and knowledge of approved School City of Hammond procedures for student record keeping.

• Serve as confidential secretary to the administrative staff
• Oversee and maintain physical and electronic student data
• Process enrollment/withdrawal documents
• Distribute, collect and manage enrollment cards
• Prepare new cums for students and maintain graduated cums for 2 years
• Request records for all students
• Prepare outgoing documents for students who withdraw
• Process feeder school information for scheduling purposes
• Process and prepare report cards
• Run transcripts at the end of every grading period
• Prepare and provide transcripts for students, parents, and/or colleges; including the end of year transcripts for colleges
• Affix SAT/ACT/GQE/ECA labels to high school records and middle school ISTEP records
• Order and prepare diplomas
• Prepare statement of enrollment report on a monthly basis for the School Board
• Run principal reports and teacher rosters every 6 weeks
• Responsible for accurate ADM report
• Process parent homework requests for absent students
• Train student service office aides
• Access and use state online resources
• Prepare and archive required reports: DOE, ADM, and the end of the year reports
• Generate letters, reports and tracking forms as required
• Provide required documentation as requested by social security, courts, and any legal entity, regarding student records
• May be Notary Public
• May assist parents and students with bus transportation
• Perform all other duties as assigned by administrators and counselors

• Microsoft Word, Excel, Power Point, Outlook, etc.
• Knowledge of School City of Hammond software
• Payroll
• Student Information System
• Accounting
• Financial
• Ability to type 50 words per minute with reasonable speed and accuracy
• Must have good communication, computer, and interpersonal skills
• Ability to compose letters and documents with clarity and accuracy
• Ability to perform general mathematical computations with accuracy
• Ability to solve practical problems with a variety of variables, either by phone or in person

• High School Diploma or equivalent
• Two (2) years of general secretarial experience
• Supervisory/office management experience preferred
• Bi-lingual abilities would be considered an asset

• Dependability
• Confidentiality
• Professionalism
• Ability to work independently
• Ability to work well with staff, students, parents and the general public
• Ability to communicate and serve a diverse population
• Demonstrate good oral and written communication skills
• Ability to organize and prioritize
• Ability to multi-task
• Ability to meet assigned deadlines

Candidate should be physically capable of successfully performing the essential functions of the position.

It is the policy of the School City of Hammond not to discriminate on the basis of race, color, religion, sex, national origin, age, or disability in its programs or employment policies as required by the Indiana Civil Rights Act (I.C. 22-9.1), Title VI and VII (Civil Rights Act of 1964), the Equal Pay Act of 1973, Title IX (Educational Amendments), and Section 504 (Rehabilitation Act of 1973).