JOB PURPOSE STATEMENT: The job of Guidance & Counselor Assistant is done for the purpose/s of providing clerical support to the counseling department; communicating information to staff, the public, and other districts; documenting information and recommendation regarding class placement, ensuring compliance with financial, legal and administrative requirements; and providing information and/or direction as may be requested. 

Essential Job Functions

Assists in administering proficiency tests (e.g. PSAT, SAT, CTBS, etc.) for the purpose of monitoring a testing environment that results in determining student’s placement and/or eligibility for potential course of study.

Composes documents (e.g. correspondence, student handbooks, and reports, etc.) for the purpose of communicating information to school and district personnel, the public, state officials, etc.

Maintains inventory of counseling office supplies for the purpose of ensuring availability of materials when needed.

Maintains student records for the purpose of documenting information, providing information regarding students’ goals and adhering to educational policies and procedures.

Oversees student workers for the purpose of providing support in their development of office skills and ensuring their understanding of established policies and procedures.

Prepares documentation (e.g. applications/scholarships information for students, student progress, contacts with parents, teachers and outside professionals, etc.) for the purpose of providing written support and/or conveying information.

Processes documents and materials (e.g. secondary school reports, grades, transcripts, progress reports, orientation information, schedules, etc.) for the purpose of documenting and disseminating information to appropriate parties.

Registers students for the purpose of determining student’s eligibility for enrollment.

Responds to inquiries from various internal and external parties (i.e. staff, parents, students, public agencies, etc.) for the purpose of assisting in meeting staff needs and efficient utilization of personnel, equipment and facilities.

Schedules various activities (e.g. meetings, testing arrangements, home teaching, referral appointments, etc.) for the purpose of assisting in meeting staff needs and efficient utilization of personnel, equipment and facilities.

Supports counselors for the purpose of providing assistance with their administrative function.

Other Job Functions:

Assists other office personnel as may be required for the purpose of supporting them in the completion of their work activities.

Researches program eligibility requirements (i.e. financial aid, scholarships, college eligibility, etc.) for the purpose of providing information to counselors.

Job Requirements - Qualifications: 

Knowledge, Skills and Abilities:

Knowledge to perform basic math, read technical information, create and/or compose documents and to solve practical problems and deal with a variety of concrete variables.

Skills to perform multiple tasks.  Skills to apply pertinent codes, policies, regulations and/or laws; communicate with persons of varied cultural and educational backgrounds; operate standard office equipment; perform standard clerical procedures; prepare and maintain accurate records; and utilize pertinent software applications.  Keyboard/computer literate.

Abilities to deal with tasks that require significant processing of data; coordinating of other person’s schedules and/or activities; discretion, independent action and/or judgment with regards to using data and/or working with people; and interacting with persons and/or agendas that frequently change.   Type 40 wpm.  Specific abilities to adhere to safety practices; be attentive to detail; meet deadlines and schedules; and work under time constraints.

Responsibility.  The resources required (people, equipment, facilities, and/or funding) necessary to perform job functions are of a moderate scope and moderate opportunity exists for significant impact (positive or negative) on the organizations’ mission.

Working Environment: The job functions are generally performed in an indoor environment requiring the following significant physical abilities; reaching, handling, fingering and/or feeling; sensory speaking, hearing and visual.

Educational Requirements: High school diploma or equivalent.

Experience Requirements:   One year employment in general clerical work.

Licensing, Certification, Testing Requirements: Fingerprint/criminal justice clearance; Tuberculosis clearance.

Revised 11/13/2006