Guidance Secretary I

High School

The Mount Horeb Area School District is seeking qualified candidates for the Guidance Secretary I position.  Our District's mission, in partnership with the community, is dedicated to nurturing, educating and challenging our students while preparing and empowering them to be productive, responsible and self-fulfilled members of society. 

POSITION OBJECTIVES:

The Guidance Secretary I responsibilities consist of clerical, receptionist, and technology support to accomplish the objectives established by the school’s office and in support of the High School and Student Services programs.  Among other things, the Guidance Secretary I adapts to a wide variety of responsibilities; presents a positive image in all communications with students, parents, community, and staff; properly handles confidential matters related to students, student records, parents, staff and any other school issues with a student-centered approach.

LENGTH OF ASSIGNMENT:

  240 days (11 months)

FULL TIME EQUIVALENCY:

  1.0 FTE

HANDBOOK:

  Included

SCHEDULE:

  7:30-4:00 p.m., Monday through Friday

REPORTS TO:

  Building Principal

COORDINATES WITH:

  All staff, students, and community stakeholders

SUPERVISES:

  N/A

 

PREFER APPLICANTS POSSESSING THE FOLLOWING QUALIFICATIONS:

Required experience and training:

  • High School Diploma.

  • Ability to type 60 words per minute.

  • Demonstrated ability to effectively interact with others in person, by phone or written communication.

  • Recent successful experience in a responsible office position.

  • Extensive experience with Microsoft Office and Google Applications.

  • Minimum three (3) year’s satisfactory experience working in a school or office setting with the general public.

  • Hold current certification in first aid and CPR (or secure such certification within the first semester of employment.)

  • Demonstrated ability learning to use a variety of office equipment, including multi-line phone, copier, facsimile, and laminator.

  • Demonstrated ability to assume responsibility for routine decisions in the absence of an immediate supervisor.

  • May require successful passing of District clerical skills test.

 

Desired experience and training:

Specialized knowledge and/or secretarial-related experience in a public education setting (e.g. prior experience in fast-paced, school office setting).

Vocational/technical training or associate degree (executive assistant, office management or business management); a minimum of two years of progressively responsible secretarial experience; or any combination of education and experience that provides equivalent knowledge, skills, and abilities.

Computer experience or training in Microsoft Office applications and Google Suite.

Successful experience with student scheduling and/or spreadsheet and graphic use.

Willingness to attend formal training.

 

KNOWLEDGE SKILLS AND ABILITIES:

Ability to work independently with minimal supervision.

Superior ability to responsibly handle and safeguard confidential information.

Strong oral and written communication skills.

Interpersonal skills appropriate for the social-emotional needs of students at the high school level including empathy, positivity, and patience.

Thorough knowledge of modern and efficient office technology, software and procedures.

Exemplary ability to organize and keep accurate records.

Ability to prioritize, multitask, and meet deadlines.

 

WORK ENVIRONMENT:

Normal office environment and moderate noise levels.

Routine interruptions to workflow.

 

PHYSICAL REQUIREMENTS:

The physical demands described below are representative of those that must be met by an employee to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

·         Ability to sit for extended periods of time.

·         Must be able to have repetitive wrist/hand/finger movement to work on computer and/or related office equipment.

·        May need to routinely bend, stoop, reach, crouch or kneel, and occasionally lift up to 15 pounds

 

ESSENTIAL FUNCTIONS:

  • Demonstrate effective interpersonal skills to assist in establishing a positive climate in the work environment.
  • Collect data and create reports for the Student Services Department as assigned (may require use of word processing, database management, spreadsheets, graphics and/or desk-top publishing skills).
  • Process student transcript requests.
  • Publish content on the High School website including the school newsletter.
  • Provide clerical support for the Scholarship Program including tracking application records and facilitating communication with students, counselors, and donors.
  • Assist with Senior Awards Night including event preparation and proofing and printing the programs.
  • Maintain efficient office operations including ordering supplies, timely resolving office equipment issues, shredding, and answering questions.
  • Assist students with schedule requests, transcript requests, ACT packets questions, etc.
  • Perform accurate data entry and queries with the student management system, Infinite Campus, including grade reporting, posting of grades quarterly, and entering new student transcripts.
  • Fulfill NCAA-electronic transcript support.
  • Work with counselors regarding all aspects of student course selections. This process includes annually editing the course description booklet, preparing for online registration, running course tallies and supporting the development of the master schedule.   
  • Manage data integrity and complete the CTEERS state reports.
  • Performs all clerical tasks for Student Services Department as assigned.
  • Manage incoming phone calls, students, and visitors to the Student Services Office (often simultaneously).
  • Timely completes procedures to ensure student safety and security including process visitor background checks, facilitate the review of background check results with school principal, operate secured entrance equipment, direct traffic flow, and execute student check-in/check-out protocol, and visitor verification.
  • Maintain confidentiality with sensitive information.
  • Aids students who are ill or injured with authentic care and concern for the student’s well-being.
  • Oversees or assists with maintenance of student records for the Student Services Department as assigned.
  • Performs other related duties as necessary.

Interested candidates should please submit a cover letter, resume, responses to the question set, and credentials on WECAN.  The first review of applications will take place on May 11, 2017 at 7:30 a.m.  The first round of interviews will take place on May 18, 2017. Applicants are requested not to send resumes to the building principal.  **This position will remain open until filled.

 

It is the policy of the Mount Horeb Area School District that no person shall, on the basis of age, gender, race, religion, color, national origin, ancestry, creed, pregnancy, marital or parental status, sexual orientation, medical condition or disease, or physical, mental, emotional or learning disability, be excluded from participation in, be denied the benefits of, or be subjected to discrimination under any program, activity, or employment.  If you are a qualified employee or applicant with a disability, you may access reasonable accommodations.

CLOSE