Counseling Secretary - High School Job at Gresham-Barlow School District in Gres

Overview

POSITION SUMMARY: The primary responsibility of the counseling secretary is to provide clerical support for counseling office functions and support counselors in all aspects of their work, including student scheduling procedures. This position handles sensitive and confidential issues, requiring excellent communication skills, understanding of educational and administrative issues, and knowledge of the GBSD organization, operations, policies, and practices.

MINIMUM QUALIFICATIONS

Education, Training, Experience, Licensure and Certification

• Experience Required: Prior job-related experience with increasing responsibility
• Education Required: High school diploma or equivalent
• Licenses, Certifications, Bonding, and/or Testing Required: Criminal Justice Fingerprint Clearance; Current First Aid/CPR Card

Knowledge

• Rules and regulations related to assigned functions, record keeping, and standard office equipment
• Customer service principles, protocols, and methods

Skills

• Operating standard office equipment as well as computer programs and applications (e.g. email, system applications, word processing, database, spreadsheet, desktop publishing, etc.)
• Communicating effectively in English, both verbally and in writing (correct spelling, grammar and punctuation)
• Understanding and carrying out verbal and written instructions
• Functioning as a self-starter, who works well independently or in a team
• Planning, prioritizing and completing assignments with minimum supervision
• Handling multiple projects, tasks, and deadlines simultaneously
• Developing effective working relationships with students, staff, and the school community
• Administering first aid
• Interacting with persons of different age groups and cultural backgrounds

ESSENTIAL JOB FUNCTIONS

• Receives and directs students, parents, and guests of the Counseling Office to the appropriate destination
• Maintains and orders all student cumulative records including; requests records, log in records received, maintain log books for all new enrollments, organize and prepare files to send to new school or for archive
• Prepares for student forecasting by preparing course planning guide, creating forecast sheets, corresponding with middle schools, assist with inputting of forecast sheets, keeping records of unforecasted and incomplete schedules and communicating with counselors regarding these students, etc.
• Assist with enrollment of new students during heavy enrollment times
• Coordinate Counseling Office calendar, including making appointments for counselors
• Provide clerical assistance to counselors as needed
• Provide clerical assistance and organization of graduation in conjunction with assigned Assistant Principal including the management of any late graduates’ diplomas, etc.
• Assist counselors with special recognition, faculty recognition letters, senior awards, scholarships, letters and awards
• Format and produce forms and other documents as designated by counselors
• Assist ordering supplies and maintain equipment for Counseling Office
• Prepare and submit the High School Completers State report
• Arrange and oversee tutoring for students who qualify (ill, pregnant, and/or injured students)
• Monitor student address changes, affidavits, non-residents (inter-district transfers) and in-district transfers (GHS to SBHS, etc.). This will include the input of verification forms from mail in registration.
• Preparation of counseling related mailings
• Preparation of Senior & Junior Newsletters
• Oversee and manage student aides (grading, attendance, training, etc.)
• Assist the Registrar when necessary
• Evaluates situations to take appropriate action and/or direct the situation to the appropriate personnel for resolution

OTHER JOB FUNCTIONS

• Cross-trains in a variety of school functions and assists other personnel as may be required for the purpose of supporting them in the completion of their work activities.
• Shared duties in the Counseling Office include:
  • Assist students, staff, and community
  • Maintain files/filing
  • Assist Administrators when necessary
  • Participate in training opportunities as appropriate for the student management system
  • Assists with the transportation needs of students, including walking them to and from the bus, supervision of students on the way to and from the bus, supervision of loading and unloading of buses, arranging for the transportation needs of students.

PHYSICAL REQUIREMENTS

• Ability to: sit, stand or walk for prolonged periods of time; talk and hear conversations in a potentially noisy environment; use precise control of fingers and hand movement, often in a repetitive motion such as keyboarding; reach for and handle objects; use close vision, distance vision, peripheral vision, depth perception and the ability to adjust focus
• Regularly focus on a computer screen
• Bending, stooping, kneeling and lifting and/or moving up to 40 pounds may also be required on occasion.

WORKPLACE EXPECTATIONS

• Maintaining regular and punctual attendance.
• Maintaining appropriate confidentiality regarding information about students, staff, and parents
• Dress in a professional and appropriate manner for the assignment and the work setting
• Exercising prudent judgment
• Utilizes District electronic systems and applications only as they apply to the position
• Work independently in the performance of routine duties
• Follow all District policies and work procedures
• Participate in required meetings and trainings related to the position
• If employee is bilingual, interpretation, translating documents, and/or communicating orally in the second language may be requested
• Cultivate and model a respectful working and learning environment

Applications must be submitted to Frontline Recruiting and Hiring by the closing date in order to be considered for the position. All employees hired by the District into a position not requiring licensure must be fingerprinted and have a criminal history check completed. The cost is $71.50 and is the responsibility of the employee. This employment is considered probationary pending return of the criminal records check from the FBI and Oregon State Police through the Oregon Department of Education.

Gresham-Barlow School District recognizes the diversity and worth of all individuals and groups. It is the policy of this district and the board of education that there will be no discrimination or harassment of individuals or groups in any education programs, activities or employment. Gresham-Barlow provides equal access to individuals with disabilities.

DATE Application Deadline: In-District Bargaining Unit Members September 29, 2025. If the position is not filled with a bargaining unit member, outside applicants will be considered thereafter until filled.

Projected Start Date: Approximately October 13, 2025. Exact date to be determined by the district.

Work Schedule: 8 hours/day, 219 days/year

Salary Range: 13 $24.35 to $33.37/hour

Notes: Studies have shown that women and people of color are less likely to apply for jobs unless they believe they meet every one of the desired qualifications. We encourage you to apply even if you don’t meet every qualification. Preference will be given to applicants with culturally, linguistically and racially diverse communities.