Elementary Guidance Secretary - Shepard Hill Elementary Job at Plainfield Fire C

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