School Guidance Secretary - Woodlawn High School (1.0 FTE/12 month - Available 7/1/24)

DEFINITION

Performs comprehensive, administrative secretarial and clerical duties for the department chair and counselors of a school guidance office.

Performs responsible secretarial and clerical duties in the management and maintenance of student record files, information, and data stored at the school.

EXAMPLES OF DUTIES :

Provides comprehensive, administrative secretarial and clerical support to the department chair and counselors of a school guidance office.

Receives and screens telephone calls and visitors to the office. Greets visitors to the guidance suite. Arranges student-counselor, parent-counselor and parent-teacher conferences.

Researches, gathers, and compiles sensitive and confidential information and data such as that required for referrals for pupil personnel workers, Child Protective Services, and Home and Hospital.

Researches, gathers, and compiles information for alternative education such as summer school, night school, and other alternative schools.

• Assists counselors with registrations. Verifies student residency. Reviews documents associated with student residency and boundary issues.
• Establishes and maintains guidance files and filing systems. Composes correspondence and memoranda. Maintains databases.

Receives, sorts, and distributes correspondence.

• Performs word processing. Uses computers and software to generate a variety of documents, including letters, reports, spreadsheets, tables, and graphs.
• Maintains a variety of student record files, information, and data. Maintains student progress, testing, grade, transcript, and attendance records.

Applies labels to update various student record cards such as attendance, test data, and transcript cards.

Gathers and compiles student records, transcripts, and related data in response to requests from courts, MSDE, the Office of Special Education, parents, and others.

Identifies records of students with IEPS and 504 plans for administrators.

May assist in processing grade sheets. Gathers and distributes grade sheets to teachers for grading reports. Scans and checks grade sheets for proper mark sensing.

Reviews grade sheet scans. Prepares new grade sheets and makes corrections / changes to grade sheets. Gathers, compiles, and arranges for the transportation of completed grade sheets.

• May collect daily attendance cards and enter the information into the data system. Requests reports concerning attendance from the Office of Student Data.
• Requests records for new entrants from the entrants’ former schools. Transfers records for students who withdraw from the school.

Provides health records for incoming students to the school nurse. Obtains health records from the school nurse for withdrawing students.

Operates automated student data systems to enter, maintain, and access student data regarding scheduling, entrance, withdrawals, reports, and attendance.

Processes new entrants’ files and withdrawal files. Provides data for the September 30th enrollment verification.

Assists with ensuring accuracy of student attendance records including entering daily and period attendance for all daily substitutes.

Maintains attendance related notes for the purpose of providing reliable documentation of recorded attendance information in compliance with district policies.

• Retrieves data and compiles information from manual and automated files for the preparation of routine reports and correspondence regarding student attendance.
• Performs other duties as assigned.

MINIMUM QUALIFICATIONS :

Training and Experience : Possession of a high school diploma or equivalent, plus four years of experience in secretarial and clerical work are required.

Note : Other combinations of applicable education, training, and experience that provide the knowledge, abilities, and skills necessary to perform effectively in the class may be considered.)

Knowledge, Skills, and Abilities :

Knowledge of office practices and procedures. Knowledge of filing systems. Knowledge of word processing, spreadsheet, and database software applications.

Knowledge of office equipment.

Skill in performing secretarial and clerical duties. Skill in maintaining records and preparing reports. Skill in composing correspondence.

Skill in applying established policies and procedures to work problems. Skill in taking dictation (any method.)

Ability to establish and maintain effective working relationships with students, parents, administrators, staff, and the public.

Ability to communicate clearly and effectively. Ability to appropriately maintain confidential information.

Candidates that receive an official contingent employment offer from the Office of Staffing must participate in and successfully complete the Baltimore County Public Schools’ Office Professionals Skills Assessment as a pre-employment task and requirement for this position.

PHYSICAL AND ENVIRONMENTAL CONDITIONS :

The work of this class is generally sedentary and performed in an office environment. Work includes the operation of office equipment, including personal computers, and occasional limited physical activities.

This class specification defines the types of duties and level of difficulty of work required of positions in this title.

It shall not be held to exclude duties not mentioned nor limit the right of management to assign work to employees.

FLSA STATUS : Non-Exempt

Non-Exempt

Eligible for membership in the Maryland State Retirement Agency.

Citizenship, residency or work VISA in United States required.

NON-DISCRIMINATION STATEMENT

The Board of Education of Baltimore County does not discriminate on the basis of race, color, religion, sex, national origin, age, marital status, sexual orientation, gender identity, genetic information, disability, or veteran status in matters affecting employment or in providing access to educational programs or activities and provides equal access to the Boy Scouts and other designated youth groups.

Inquiries regarding the Board’s nondiscrimination policies should be directed to : EEO Officer, Office of Equal Employment Opportunity, Baltimore County Public Schools, 6901 Charles Street, Building B, Towson, Maryland 21204 (443-809-8937).

There is a compliance officer responsible for identifying, preventing, and remedying prohibited harassment concerning students.

Complaints of harassment should be directed to the executive director, Department of School Safety and Security, 9600 Pulaski Park Drive, Suite 118, Baltimore, Maryland 21220 (443-809-4360).