High School Counseling Office Administrative Assistant - Houston R-1 School District

The Houston R-I School District is currently accepting applications for an administrative assistant, effective immediately.

TITLE:          High School Counselor Administrative Assistant

DEFINITION:  

Under the supervision of the principal, provides confidentialassistance tothebuildingcounselor,andassures thesmoothandefficientoperationofthecounseling officesothattheoffice'smaximumimpacton theeducationofchildrencanberealized.  To performthisjobsuccessfully,anindividualmustbeabletoperformeachessentialdutysatisfactorily.Therequirementslistedbelowarerepresentativeoftheknowledge,skillsandabilities required.Reasonableaccommodationsmaybemadetoenableindividualswithdisabilitiestoperformessentialfunctions  

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.

• Embrace and work continually in support of the district mission of "Expecting Excellence...Learning for All."  
• To maintain a smooth, well-run office at all times.
• To perform all general office practices, i.e. answer phones, relay messages, type correspondence, keep records, etc.
• Maintain and send out student transcripts when requested.
• To maintain strict confidentiality of all information pertaining to the operation of the school, the staff and the students. 
• To keep up to date on school & building policies and follow them. 
• To maintain up to date records for all students. 
• Enroll new students and request their records from previous schools.
• Withdraw students who move and send their records from previous schools.
• Provide necessary information to the District Office when requested.
• Process and issue grade reports to high school students and parents.
• Provide grade verification sheets to teachers and the end of each grading period.
• Update and communicate to staff the 3-week grade check eligibility list.
• Enter specific Core Data Information (i.e. Grad Follow-up).
• Processing transcript requests, as needed, during summer months.
• Maintaining permanent records/files.
• Archiving records/files.
• Assisting the counselor with community events (i.e. college fair, career day, etc.).
• Assisting with distribution of scholarship information to students and parents.
• Maintaining the school counselor's schedule. 
• Assist with coordination of school programs, ceremonies, graduation, etc. 
• Enter and maintain up-to-date records on the school database for students.
• Represent the counselor accurately and positively.
• To greet all visitors courteously, making them feel welcome and seeing to their needs. 
• Ability to maintain confidentiality.
• Other duties as assigned by the counselor or administration.

KEY SKILLS/CHARACTERISTICS:

• Proficiency in typing, including correspondence, reports, notices, recommendations; and knowledge of modern office practices. 
• Proficient use of technology which includes:  basic operations and concepts, word processing, spread sheets, internet usage, critical evaluation of information, data analysis, email, integration of technology.
• Proficiency in a variety of professional office software programs.
• Ability to read, analyze, and interpret general professional journals, technical procedures and governmental regulations.
• Ability to write reports, business correspondence, and procedural manuals.
• Ability to effectively present information and respond professionally to questions 
• Ability to maintain confidentiality.  

• Correct English usage, grammar, spelling, punctuation and vocabulary.

• Modern office practices, procedures and equipment.

• Operation of a computer and assigned software.

• Telephone techniques and etiquette.

• Principles of providing training and work direction.

• Basic first aid techniques.

• Interpersonal skills using tact, patience and courtesy.

• Oral and written communication skills.

Ability to:

• Perform a variety of clerical and secretarial duties to relieve the Principal of administrative and clerical detail.

• Learn school organization, operations, policies and objectives.

• Interpret, apply and explain laws, codes, rules, regulations, policies and procedures.

• Assure smooth and efficient office operations.

• Maintain a variety of records, logs and files.

• Understand and carry out oral and written instructions.

• Compose correspondence and written materials independently or from oral instructions.

• Establish and maintain cooperative and effective working relationships with others.

• Serve as liaison between administrators, faculty, staff, students, parents and the public.

• Meet schedules and timelines.

• Complete work with many interruptions.

• Work independently with little direction.

• Work confidentially with discretion.

TERMS OF EMPLOYMENT:       This is an at-will position that may be terminated by either the school district or the employee with a two-week notice.  Salary is dependent upon experience and the secretarial salary schedule.  Includes fully paid health insurance for employee.