Plainfield Fire Company
Elementary Guidance Secretary - Shepard Hill Elementary
Plainfield Fire Company, Plainfield, Connecticut, us, 06374
Position Type:
Secretarial/Clerical
Date Posted: 9/22/2025
Location: Shepard Hill Elementary School
Date Available: 09/26/2025 Position Overview: The Guidance Secretary provides vital secretarial support to the Principal, school staff, and the Guidance Department. The role involves a variety of administrative and clerical duties, including acting as a liaison between parents, students, and staff. The Guidance Secretary ensures smooth operation of student record-keeping, attendance tracking, and compliance with educational regulations, while also assisting in the preparation and coordination of special education meetings. Essential Duties and Responsibilities:
Administrative Support:
Provide secretarial and administrative services to the Principal, school staff, and the Guidance Department. Maintain student records and prepare reports related to student progress, attendance, and other areas as directed by administration. Answer telephone calls, direct inquiries to the appropriate staff, and take appropriate action in response to inquiries. Assist in managing and updating class lists monthly for teachers.
Attendance and Record-Keeping:
Make daily attendance calls and enter attendance notes into Infinite Campus. Notify the school nurse of any medical concerns related to student attendance. Send monthly attendance letters to parents regarding attendance or tardy concerns. Notify the Principal and Social Workers of any attendance or behavioral concerns. Prepare and mail attendance letters for each marking period.
•
Special Education and PPT (Planning and Placement Team) Support:
Coordinate scheduling and logistics for PPT meetings, including checking the school's calendar for meeting dates and times. Send PPT invitations to parents and include Procedural Safeguards. Log PPT meetings in CTSEDS and file related documents in the student's special education file. Confirm attendance of parents for PPT meetings by calling the day before the meeting. Pull relevant Academic and Special Education files for PPT meetings. Upload all necessary documents to CTSEDS and ensure they are properly filed in the student's special education file. Send finalized Individual Education Programs (IEPs) to parents and log in CTSEDS.
•
General Office Support:
Cover for the main office secretary during lunch breaks or absences. Type, copy, and file Title 1 letters for remedial services and other related documentation. Assist with new student registrations, transfers, and withdrawals, ensuring all student files are created and updated. Assist with grade management to ensure grades are received and correctly posted. Log and track all parent requests, ensuring appropriate follow-up. •
Other Duties as Assigned:
Assist with any additional requests from administration and school staff as needed. Qualifications:
High school diploma or equivalent; post-secondary education or administrative training preferred. Prior experience in an office or school setting preferred. Knowledge of Infinite Campus, CTSEDS, or similar student management software is desirable. Strong organizational skills and attention to detail. Excellent communication skills, both written and verbal. Ability to handle sensitive information and maintain confidentiality. Proficiency in Microsoft Office Suite (Word, Excel, Outlook). Knowledge in Google Ability to multitask and prioritize tasks in a fast-paced environment. Strong interpersonal skills with the ability to interact effectively with students, parents, and staff.
EOE
Date Posted: 9/22/2025
Location: Shepard Hill Elementary School
Date Available: 09/26/2025 Position Overview: The Guidance Secretary provides vital secretarial support to the Principal, school staff, and the Guidance Department. The role involves a variety of administrative and clerical duties, including acting as a liaison between parents, students, and staff. The Guidance Secretary ensures smooth operation of student record-keeping, attendance tracking, and compliance with educational regulations, while also assisting in the preparation and coordination of special education meetings. Essential Duties and Responsibilities:
Administrative Support:
Provide secretarial and administrative services to the Principal, school staff, and the Guidance Department. Maintain student records and prepare reports related to student progress, attendance, and other areas as directed by administration. Answer telephone calls, direct inquiries to the appropriate staff, and take appropriate action in response to inquiries. Assist in managing and updating class lists monthly for teachers.
Attendance and Record-Keeping:
Make daily attendance calls and enter attendance notes into Infinite Campus. Notify the school nurse of any medical concerns related to student attendance. Send monthly attendance letters to parents regarding attendance or tardy concerns. Notify the Principal and Social Workers of any attendance or behavioral concerns. Prepare and mail attendance letters for each marking period.
•
Special Education and PPT (Planning and Placement Team) Support:
Coordinate scheduling and logistics for PPT meetings, including checking the school's calendar for meeting dates and times. Send PPT invitations to parents and include Procedural Safeguards. Log PPT meetings in CTSEDS and file related documents in the student's special education file. Confirm attendance of parents for PPT meetings by calling the day before the meeting. Pull relevant Academic and Special Education files for PPT meetings. Upload all necessary documents to CTSEDS and ensure they are properly filed in the student's special education file. Send finalized Individual Education Programs (IEPs) to parents and log in CTSEDS.
•
General Office Support:
Cover for the main office secretary during lunch breaks or absences. Type, copy, and file Title 1 letters for remedial services and other related documentation. Assist with new student registrations, transfers, and withdrawals, ensuring all student files are created and updated. Assist with grade management to ensure grades are received and correctly posted. Log and track all parent requests, ensuring appropriate follow-up. •
Other Duties as Assigned:
Assist with any additional requests from administration and school staff as needed. Qualifications:
High school diploma or equivalent; post-secondary education or administrative training preferred. Prior experience in an office or school setting preferred. Knowledge of Infinite Campus, CTSEDS, or similar student management software is desirable. Strong organizational skills and attention to detail. Excellent communication skills, both written and verbal. Ability to handle sensitive information and maintain confidentiality. Proficiency in Microsoft Office Suite (Word, Excel, Outlook). Knowledge in Google Ability to multitask and prioritize tasks in a fast-paced environment. Strong interpersonal skills with the ability to interact effectively with students, parents, and staff.
EOE