Job Description: JH Data Processing/Counseling Sec

JOB DESCRIPTION Puyallup School District PAEOP Level III

Junior High Data Processing/Counseling Secretary ______

Purpose Statement The purpose of this position is to maintain student record information on a computer system; registers students for classes, generates master course schedule, and generates information for a variety of reports. The position also serves as secretary to school counselors and processes records to enroll, withdraw, and transfer students.

Essential Job Functions:  Inputs demographic information for students into computer system; makes periodic updates. Maintains health records on computer; manages data entry for enrollment and guidance functions. Evaluates transcripts; enters student information into computer  Generates reports  Prints class rosters daily for substitutes  Posts student test scores to cumulative folders; enters standardized test scores on computer; may maintain accurate discipline files  Oversees registration process; sets up and maintains course catalog; inputs and assists in creating master schedule; updates and verifies master schedule. Registers new students; obtains required forms and information. Communicates with elementary school secretaries concerning enrollment figures and lists  Coordinates scheduling process with administration and counseling staff; formats and runs a variety of computerized reports; updates schedule as needed  Designs; generates and prints specialized reports for building; generates and prints monthly state reports; inputs data for, formats and prints a variety of student rosters and lists  Generates grade reporting sheets; distributes sheets to teachers; answers questions concerning procedures. Gathers and processes reporting forms. Receives and distributes report cards; maintains accurate transcript records. Generates and prints various computer records related to grades. Enters transcript grades into computer system for new students form previous schools.  Develops and maintains data processing procedures for school  Provides secretarial support to guidance counselors; types correspondence, forms and reports from handwritten drafts or dictation; duplicates and distributes typewritten copy  Sets up registration for following year with feeder schools for counselors  Greets visitors to counseling office; assists students; schedules appointments for counselors; assesses and evaluates needs of students to direct them to correct information source; monitors behavior of students sent to counseling office  Answers the telephone; provides information or routes caller to appropriate staff member; takes messages  This position shall assist Nurses and Health Assistants with basic first aid and student care, as needed. Other Job Functions:  Manages the health room in the absence of the school nurse, health assistant, or LPN; Provides first aid medical care as required; contacts parents regarding injuries or illness; contacts emergency medical care teams (911) when appropriate; gives medication as directed; maintains logs and records.  Assists other personnel as may be required for the purpose of supporting them in the completion of their work activities  Assists attendance specialist; writes admit slips for students who have been absent or tardy; records; may assign student lockers

Required Knowledge, Skills and Abilities:  Ability to create and maintain accurate records.  Ability to work effectively as a team member in support of team building activities within the building  Ability to establish and maintain positive, effective working relationships with students, parents, staff and the general public  Ability to initiate coordination with certificated staff.  Ability to maintain confidentiality  Ability to use software systems, including eSchoolPLUS  Ability to organize and set priorities  Ability to set up and maintain an accurate filing system  Ability to work effectively under pressure and amid interruptions  Ability to exercise independent judgment  Ability to screen and treat student illnesses or injuries  Ability to use word processing and spreadsheet software (creating detailed spreadsheet applications)  Data entry skills  Effective oral and written communication skills  Knowledge Ability to attend to detail and follow tasks through to completion.  Knowledge of correct grammar, spelling and English usage.  Knowledge of general secretarial procedures  Skill in operating a variety of office machines

Education and Experience: High school graduation or equivalent with two years of clerical experience, including records maintenance. School district experience preferred; data entry experience preferred. Applicants must pass the district’s clerical testing requirement. Additional testing may be required upon interview.

Working Environment Office job; requires visual and mental concentration on high volume of detail’ requires prolonged exposure to visual display terminal; computer operation requires dexterity and precision; required to sit for prolonged periods; experiences occasional interruptions and inflexible deadlines; occasionally required to deal with distraught, frustrated, and angry people.

Licenses/Special Requirements: Must pass criminal justice fingerprint clearance. Must complete training in first aid and CPR.

Reporting Relationship: Reports to Principal and receives direction from Office Manager, Assistant Principal, Counselors, and Information Technology Center.