Student Services Secretary - Counselor

Overview

Student Services Secretary - Counselor

Job Title: Student Services Secretary - Counselor

Exemption Status/Test: Nonexempt

Reports to: Principal/Counselor

Dept./School: High School Campus

The Student Services Secretary - Counselor provides comprehensive administrative, clerical, and logistical support to ensure the efficient and effective operation of the Counseling Department. This position serves as a crucial first point of contact for students, parents, and staff, managing the flow of communication and information. The role is integral to the successful delivery of key counseling services, from academic advising and standardized testing coordination to parent and community engagement, contributing directly to the department's ability to support student success.

Education/Certification:

High school diploma or GED

Special Knowledge/

Skills:

• Knowledge of general office procedures
• Proficient keyboarding and file maintenance skills
• Ability to use software to develop spreadsheets and databases, and do word processing
• Ability to follow verbal and written instructions
• Ability to perform a variety of tasks often changing assignment on short notice with some direction
• Effective organizational, communication, and interpersonal skills
• Meticulous attention to detail in record-keeping, scheduling, and preparing materials

Experience:

3 years experience in a clerical role (preferred)

The core functions of the Student Services Secretary - Counselor are diverse and essential for supporting the department's key initiatives. The responsibilities encompass a wide range of administrative, communicative, and logistical tasks that underpin student academic advising, standardized testing programs, and parent/community outreach. The following sections detail the primary categories of duties associated with this position.

• Manage the reception area, ensuring efficient traffic flow and providing initial assistance to students, parents, and visitors.
• Perform essential clerical duties, such as filing, creating and organizing folders, preparing copies of materials like Dual Credit (DC) packets, and managing departmental orders and purchase orders.
• Maintain departmental records by scanning and transmitting documents, such as dual credit enrollment forms.

• Disseminate information to students and parents by creating and distributing parent square posts, emails, informational flyers, and notices for upcoming events.
• Maintain the counseling department's webpage by posting updates, event announcements, and regularly updating the official scholarship list, under the supervision of the counselor and Academic Advisor.
• Coordinate appointments for parents and students with counseling staff.
• Facilitate counselor-student meetings by locating and notifying students as required.
• Assist students with basic inquiries regarding college applications (Apply Tx, Common App) and financial aid (FAFSA).

• Manage the complete registration process for standardized tests, including TSI, PSAT, SAT, ASVAB, and AP exams including generating receipts and tracking spreadsheets.
• Verify and manage student consent forms for participation in special programs and events, such as college representative visits and off-campus advising sessions.
• Support departmental events, such as parent nights and "Lunch and Learn" sessions, by managing sign-ups and assisting with logistical preparations.

• Track student check-ins and check-outs from the counseling office for attendance and data reporting purposes.
• Create and maintain spreadsheets (Excel) as required for various departmental tracking needs.
• Manage the intake of departmental paperwork, including collecting forms from students and assisting in the organization of documentation for identifying at-risk students.
• Cross-reference dual credit enrollment lists with student schedules and course requests to ensure data accuracy.
• Assist with running departmental reports as needed
• Provide general clerical support including word processing, data entry, filing, and file maintenance.
• Assist with the registration of new students, including requesting and sending student records, entering student data, and ensure completeness of records.
• Process changes and adjustments to student schedules.
• Maintain complete and accurate student records including test scores and final grades on permanent records.

• Handle all incoming departmental communications, including answering phone calls, taking messages, and directing inquiries to the appropriate counselor.
• Assist counselor(s) with scheduling of meetings and appointments.

• Receive, distribute, and ensure security and confidentiality of testing materials.
• Maintain confidentiality.
• Follow district safety protocols and emergency procedures.

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