HS PAC Counseling Secretary (1-year Permanent Substitute Support contract)

• Represent the school and the department to the public, parents, and students with a cheerful, relaxed, respectful and pleasing personality regardless of the situation.
• Deal effectively with people both in person and over the telephone. Have the ability to be firm (occasionally with parents, the public, etc.), but at the same time gentle and tactful. Be able to identify when students are at risk or in crisis and need immediate counselor intervention.
• Answer and screen incoming telephone calls to the Counseling Office and counselors’ telephone calls when they are unavailable. Independently respond to routine phone calls, emails and correspondence.
• Maintain strict confidentiality related to interactions with counselors, students, parents, faculty, and mental health professionals. Ensure that all written and computer records, correspondence, student folders, etc. are kept confidential and in a well organized and accessible manner.
• Maintain appointment schedules and calendars for the counselors and psychologist and arrange for meetings and college fairs. Update the college representative visits on the Counseling website.
• Receive and distribute incoming college related mail; maintain the department reference room.
• Coordinate the mailing of transcripts, recommendations, and other materials in support of students’ college and summer school applications.
• Assist with and answer questions about college entrance exams (e.g. SAT, ACT, PSAT and AP).
• Assist in the organization of the annual High School College and Career Day.
• While working cooperatively with the other secretary, perform a wide variety of secretarial duties as required by daily operations in the Counseling Office.
• Organize own work, coordinate projects, set priorities, meet deadlines and follow up on assignments with a minimum of direction and supervision.
• Interpret and implement policies, procedures and computer applications related to the department.
• Ensure compliance with all school’s policies and procedures as related to the job responsibilities of this position.
• Perform other duties and functions as assigned by the Counseling team members, Deputy Principal and Principal.

The above job description is only indicative of the broad set of duties and responsibilities. Distribution of tasks is assigned by the supervisor. Other tasks may be assigned on the job, as deemed necessary by the supervisor



Skills/Requirements

Requirements:

• Diploma from a recognized polytechnic or equivalent is required.
• LCCI Private Secretarial Certificate or equivalent is advantageous.
• Excellent organizational and office management skills.
• Demonstrates competence in computer applications for word processing, and spreadsheets, with an interest and ability to learn new applications related to student scheduling and college admission.
• Excellent interpersonal skills and ability to handle multiple responsibilities and priorities concurrently.
• Good English communication skills, both written and oral.
• Positive work attitude and initiative.
  Ability to work cooperatively and provide assistance as necessary to other team members.