The Adams Middle School Guidance Secretary provides administrative and clerical support to the school’s guidance department, ensuring the smooth and efficient operation of the counseling office. This position is critical in supporting students, staff, and parents, maintaining confidentiality, and assisting with a variety of counseling services, including scheduling, record-keeping, and communication.

 

Key Responsibilities:

1. Administrative Support:

   • Answer phones and respond to inquiries regarding guidance services.
   • Schedule appointments and manage the calendar for guidance counselors.
   • Maintain and update student records, ensuring confidentiality and compliance with district policies.
   • Prepare, organize, and distribute materials for counseling programs, events, and workshops.
   • Assist with the processing of student referrals to counseling services.
   • Coordinate testing, surveys, and assessments in collaboration with counselors.

2. Student Support:

   • Assist students with general questions, appointment scheduling, and counseling-related inquiries.
   • Maintain accurate records of student visits to the guidance office.
   • Provide initial assistance to students in crisis, ensuring that immediate needs are addressed and that the counselor is informed.

3. Parent & Staff Communication:

   • Serve as a liaison between the guidance office, parents, and staff, ensuring timely and effective communication.
   • Help prepare communication materials (letters, newsletters, emails) related to counseling services, events, and important student information.
   • Handle confidential communications with discretion and professionalism.

4. Data Management:

   • Assist with the preparation of reports and documentation for student academic, behavioral, and emotional records.
   • Maintain databases for tracking student progress, interventions, and counseling services provided.
   • Help manage student referral and follow-up processes.

5. Event Coordination:

   • Assist in planning and coordinating school events such as career days, student orientation, mental health awareness initiatives, and parent workshops.
   • Help organize and prepare for meetings with parents, teachers, and other school staff regarding individual student needs.

6. General Office Duties:

   • Maintain a clean, organized, and welcoming office environment for students, staff, and visitors.
   • Perform general office duties such as filing, photocopying, and maintaining office supplies.
   • Assist in organizing and maintaining confidential counseling records and documentation in accordance with district policies.

Required Qualifications:

• High school diploma or equivalent; post-secondary education or coursework in office administration, counseling, psychology, or related field is preferred.
• Proven experience in an administrative or secretarial role, preferably in an educational or counseling environment.
• Strong organizational and time-management skills.
• Excellent verbal and written communication skills.
• Ability to maintain confidentiality and handle sensitive information with professionalism.
• Proficiency with office software (Microsoft Office Suite, Google Workspace, etc.) and office equipment.
• Ability to work effectively with students, parents, staff, and community members.
• Strong attention to detail and ability to manage multiple tasks in a fast-paced environment.

Desired Skills:

• Familiarity with student information systems (SIS) and counseling software.
• Basic knowledge of school counseling practices and programs.
• Compassionate, patient, and approachable demeanor.
• Ability to handle sensitive or emotional situations calmly and professionally.

Work Environment:

• Work is performed in a school office environment with frequent interaction with students, parents, and staff.
• Occasional after-school or evening hours may be required for events or meetings.
• Interaction with students can be emotionally demanding; must be able to maintain professional boundaries.