Job Description
Job Description
POSITION: Guidance Secretary (School Counseling Office Administrative Assistant)
REPORTS TO: Principal and School Counselor(s)
EMPLOYMENT STATUS: 206 Days
FLSA STATUS: Non-Exempt
________________________________________
QUALIFICATIONS
1. High School Diploma or equivalent; associate degree in office administration or related field preferred.
2. Experience in school office operations or administrative support, preferably within a counseling or student-services environment.
3. Proficiency with student information systems (SIS), Google Workspace, scheduling software, email communication platforms, and
digital records management.
4. Strong interpersonal and customer service skills; ability to communicate effectively with students, families, staff, mental-health
providers, and external agencies.
5. Ability to maintain strict confidentiality in compliance with FERPA and district guidelines, especially regarding sensitive academic,
behavioral, and mental-health information.
6. Working knowledge of transcript requirements, graduation pathways, and state reporting preferred (training provided).
7. Required training in first aid, CPR, medication administration, and safety procedures.
8. Ability to multitask in a busy student-facing environment, prioritize tasks, and support crisis or high-need situations calmly.
________________________________________
GENERAL DESCRIPTION
The Guidance Secretary supports the daily operations of the School Counseling Office. Responsibilities include maintaining student academic and counseling records, coordinating scheduling processes, preparing reports, assisting with college/career readiness tasks, and managing communication between students, families, staff, and outside agencies. The role ensures smooth, accurate, and confidential support to the school counselors and contributes to a positive, student-centered office environment.
________________________________________
ESSENTIAL FUNCTIONS
Student Records, Scheduling & Academic Support
1. Registers and withdraws students; maintains accurate student records including schedules, academic history, immunization
compliance, and counselor files.
2. Assists counselors with course scheduling, schedule changes, and communication with teachers and families.
3. Prepares, updates, and distributes student transcripts, interim reports report cards and honor roll; ensures graduation requirement
tracking is current.
4. Supports counselors in managing student enrollment, withdrawals, and transfer credit evaluations.
5. Coordinates requests for academic records from outside schools, colleges, employers, and military recruiters.
Counseling Office Operations
6. Serves as the first point of contact for the counseling office; greets students, parents, and visitors and triages requests based on
urgency.
7. Manages counselor calendars, appointment scheduling, student meetings, parent conferences, and counselor availability.
8. Screens incoming calls, emails, and referrals; maintains prompt, professional communication with families and staff.
9. Maintains documentation and tracking systems for student referrals, counseling notes (as permitted), and services.
10. Supports communication related to college/career events, parent information sessions, testing windows, and mental-health
services.
11. Assist with graduation, National Honor Society, and academic awards ceremonies; including ordering of supplies and preparation
of literature.
12. Maintains scholarship lists and assists with internal scholarship committees.
Testing Coordination
13. Assists in organizing state testing, PSAT/SAT/ACT exams, and other assessments as assigned.
14. Maintains accurate testing rosters, accommodations lists, materials inventories, and secure testing documents.
15. Coordinates communication with students, families, and staff about schedules, locations, and testing requirements.
College, Career & Postsecondary Support
16. Prepares and sends transcripts and supporting materials for college applications, NCAA eligibility, and scholarship processes.
17. Maintains Career Center and CCP student records and adjusts SIS standing accordingly. Enters and imports grades from
partner schools.
18. Assists with coordination of college visits, military recruiter visits, FAFSA workshops, and senior planning events.
19. Maintains and updates bulletin boards, digital signage, and guidance office information resources.
Mental-Health & Support Services Coordination
20. Assists with referrals to mental-health providers and community agencies; coordinates appointment scheduling as directed by
counselors.
21. Maintains confidential records and helps track student support plans, counselor interventions, and outside service
documentation.
22. Helps manage crisis-response logistics (locating students, contacting parents, arranging space for private meetings).
Technology & Data Management
23. Maintains proficiency with SIS tools, counseling software, digital forms, and reporting platforms.
24. Ensures accuracy and security of all digital and physical counseling records.
25. Assists with state reporting tasks such as EMIS data, enrollment verification, and graduation pathways documentation (as
assigned).
26. Ensures Student Services webpage is updated regularly.
________________________________________
OTHER DUTIES AND RESPONSIBILITIES
• Participates in professional development related to counseling support, SIS management, mental-health awareness, and school
safety.
• Supports school-wide activities, student services initiatives, and administrative tasks as needed.
• Performs additional duties assigned by the principal or counselors to support the smooth operation of the counseling office.
________________________________________
KNOWLEDGE, SKILLS, AND ABILITIES
Knowledge of:
• FERPA and confidentiality requirements.
• Graduation pathways, transcript coding, and academic record management (training provided).
• Google Workspace, SIS platforms, and modern office practices.
Ability to:
• Work with sensitivity in an environment dealing with confidential and sometimes emotionally charged student issues.
• Communicate effectively with diverse groups-students, parents, staff, agencies.
Prioritize tasks, manage interruptions, and maintain organization in a fast-paced office.
Skills in:
• Word processing, spreadsheets, email communication, and database management.
• Customer service, conflict de-escalation, and professional discretion.
• Data entry, file management, and accurate record-keeping.
Equal Opportunity Statement
The Northwestern Local School District is an Equal Opportunity Employer and as such does not discriminate on the basis of race, color, sex, age, religion, national origin, ancestry, disability, veteran status, marital status, or any other status protected by law.
________________________________________
Application Instructions
Interested candidates should submit a letter of interest, resume, references, and credentials on our AppliTrack system. https://www.applitrack.com/nwlsw/onlineapp/
________________________________________
Note: This job description is intended to provide a general overview of the position and the required qualifications. It is not exhaustive and may be subject to change as state regulations, district policies or operational needs evolv
POSITION: Guidance Secretary (School Counseling Office Administrative Assistant)
REPORTS TO: Principal and School Counselor(s)
EMPLOYMENT STATUS: 206 Days
FLSA STATUS: Non-Exempt
________________________________________
QUALIFICATIONS
1. High School Diploma or equivalent; associate degree in office administration or related field preferred.
2. Experience in school office operations or administrative support, preferably within a counseling or student-services environment.
3. Proficiency with student information systems (SIS), Google Workspace, scheduling software, email communication platforms, and
digital records management.
4. Strong interpersonal and customer service skills; ability to communicate effectively with students, families, staff, mental-health
providers, and external agencies.
5. Ability to maintain strict confidentiality in compliance with FERPA and district guidelines, especially regarding sensitive academic,
behavioral, and mental-health information.
6. Working knowledge of transcript requirements, graduation pathways, and state reporting preferred (training provided).
7. Required training in first aid, CPR, medication administration, and safety procedures.
8. Ability to multitask in a busy student-facing environment, prioritize tasks, and support crisis or high-need situations calmly.
________________________________________
GENERAL DESCRIPTION
The Guidance Secretary supports the daily operations of the School Counseling Office. Responsibilities include maintaining student academic and counseling records, coordinating scheduling processes, preparing reports, assisting with college/career readiness tasks, and managing communication between students, families, staff, and outside agencies. The role ensures smooth, accurate, and confidential support to the school counselors and contributes to a positive, student-centered office environment.
________________________________________
ESSENTIAL FUNCTIONS
Student Records, Scheduling & Academic Support
1. Registers and withdraws students; maintains accurate student records including schedules, academic history, immunization
compliance, and counselor files.
2. Assists counselors with course scheduling, schedule changes, and communication with teachers and families.
3. Prepares, updates, and distributes student transcripts, interim reports report cards and honor roll; ensures graduation requirement
tracking is current.
4. Supports counselors in managing student enrollment, withdrawals, and transfer credit evaluations.
5. Coordinates requests for academic records from outside schools, colleges, employers, and military recruiters.
Counseling Office Operations
6. Serves as the first point of contact for the counseling office; greets students, parents, and visitors and triages requests based on
urgency.
7. Manages counselor calendars, appointment scheduling, student meetings, parent conferences, and counselor availability.
8. Screens incoming calls, emails, and referrals; maintains prompt, professional communication with families and staff.
9. Maintains documentation and tracking systems for student referrals, counseling notes (as permitted), and services.
10. Supports communication related to college/career events, parent information sessions, testing windows, and mental-health
services.
11. Assist with graduation, National Honor Society, and academic awards ceremonies; including ordering of supplies and preparation
of literature.
12. Maintains scholarship lists and assists with internal scholarship committees.
Testing Coordination
13. Assists in organizing state testing, PSAT/SAT/ACT exams, and other assessments as assigned.
14. Maintains accurate testing rosters, accommodations lists, materials inventories, and secure testing documents.
15. Coordinates communication with students, families, and staff about schedules, locations, and testing requirements.
College, Career & Postsecondary Support
16. Prepares and sends transcripts and supporting materials for college applications, NCAA eligibility, and scholarship processes.
17. Maintains Career Center and CCP student records and adjusts SIS standing accordingly. Enters and imports grades from
partner schools.
18. Assists with coordination of college visits, military recruiter visits, FAFSA workshops, and senior planning events.
19. Maintains and updates bulletin boards, digital signage, and guidance office information resources.
Mental-Health & Support Services Coordination
20. Assists with referrals to mental-health providers and community agencies; coordinates appointment scheduling as directed by
counselors.
21. Maintains confidential records and helps track student support plans, counselor interventions, and outside service
documentation.
22. Helps manage crisis-response logistics (locating students, contacting parents, arranging space for private meetings).
Technology & Data Management
23. Maintains proficiency with SIS tools, counseling software, digital forms, and reporting platforms.
24. Ensures accuracy and security of all digital and physical counseling records.
25. Assists with state reporting tasks such as EMIS data, enrollment verification, and graduation pathways documentation (as
assigned).
26. Ensures Student Services webpage is updated regularly.
________________________________________
OTHER DUTIES AND RESPONSIBILITIES
• Participates in professional development related to counseling support, SIS management, mental-health awareness, and school
safety.
• Supports school-wide activities, student services initiatives, and administrative tasks as needed.
• Performs additional duties assigned by the principal or counselors to support the smooth operation of the counseling office.
________________________________________
KNOWLEDGE, SKILLS, AND ABILITIES
Knowledge of:
• FERPA and confidentiality requirements.
• Graduation pathways, transcript coding, and academic record management (training provided).
• Google Workspace, SIS platforms, and modern office practices.
Ability to:
• Work with sensitivity in an environment dealing with confidential and sometimes emotionally charged student issues.
• Communicate effectively with diverse groups-students, parents, staff, agencies.
Prioritize tasks, manage interruptions, and maintain organization in a fast-paced office.
Skills in:
• Word processing, spreadsheets, email communication, and database management.
• Customer service, conflict de-escalation, and professional discretion.
• Data entry, file management, and accurate record-keeping.
Equal Opportunity Statement
The Northwestern Local School District is an Equal Opportunity Employer and as such does not discriminate on the basis of race, color, sex, age, religion, national origin, ancestry, disability, veteran status, marital status, or any other status protected by law.
________________________________________
Application Instructions
Interested candidates should submit a letter of interest, resume, references, and credentials on our AppliTrack system. https://www.applitrack.com/nwlsw/onlineapp/
________________________________________
Note: This job description is intended to provide a general overview of the position and the required qualifications. It is not exhaustive and may be subject to change as state regulations, district policies or operational needs evolv
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