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.
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
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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.