Guidance Office Secretary Job at Hempfield SD in Greensburg

Position Type:
Secretarial/Clerical

Date Posted:
8/11/2025

Location:
Middle Schools

Guidance Secretary - 10 Month Position
Middle Schools

Job Summary: Provide support to the Guidance Department in a manner that is professional, diplomatic and complies with confidentiality requirements.

Position Information:

• Full-Time, with benefits
• Pay Grade 07, Starting Salary $15.02
• 7:00 am - 3:30 pm, 8 hours/day, 209 days/year

Primary Duties and Responsibilities:
1. Perform receptionist and clerical duties for the guidance department and serve as administrative assistant for the building and school counselors. Items include but are not limited to:

• a. Perform clerical duties including filing, typing correspondence and reports, answering telephones, copying, faxing, word processing, calendar/transportation/room reservations, and maintaining spreadsheet applications.
• b. Provide coverage in the main office when requested.
• c. Maintain student academic files and purge information according to Special Services requirements.
• d. Upon parental or administrative request, collect homework for students who are absent.
• e. Assist with the withdrawal process and forward student records to requesting schools. Oversee and maintain accurate "Student Inactive" files.
• f. Devise and maintain recording plan for tracking 504's, Affidavits, non-custodial parent communications and reporting, honor roll statistics, failures, summer school and homeroom competitions.
• g. Assist counselors, administration, and outside agencies with planning and conducting meetings, building tours -transfer assessment, grading and coordination of materials for counselors.
• h. Assist in gathering and displaying data for building purposes
• i. Assist principal with building the Master schedule in student information system and entering course data, and faculty information for scheduling and grade reporting.

2. Assist with planning, recording and disseminating information for staff, students, building events, student activities, student referrals, safety and security, and end of year/upcoming school year. Items include but are not limited to:

• a. Assist with organizing the Student of the Quarter or other student recognition events as needed.
• b. Plan and disseminate quarterly report cards, honor rolls, interim progress reports, student schedules, report cards, teacher schedules, restricted list, non-custodial report mailings, Student of the Quarter and press releases.
• c. Maintain and utilize student information system for all student data and information for state reporting purposes, scheduling, grade reporting, etc.
• d. Compile data for and organize year-end Awards Assembly every year for Academic Excellence and Presidential Awards including ordering awards, creating and printing certificates, and assembling awards.
• e. Assign lockers, Homeroom, and FLEX at the start of the school year and continue throughout the year as new students come into the district.
• f. Disseminate MDE forms to teachers and collect information for special education office following state mandated timelines.
• g. Assist new students with the admissions process; procuring proper documentation, entering student information data, placement testing, course selection & scheduling data, retaining transportation and child nutrition information.

3. Assist with the administration of state and local assessments. Items include but are not limited to:

• a. Leading all aspects of preparation, distribution, and collection.
• b. Compile accurate student information for testing requirements.
• c. Develop building communications and keep lines of communication open with the building principal.
• d. Assist the building principal, as needed, with building assessment procedures.
• e. Enter data to pre-populate PVAAS to give a head start in verifying rosters.

4. Perform other duties as assigned by the Middle School Principal.

Qualifications:

• High School Diploma or equivalent
• Must have strong computer skills and have knowledge of Publisher, Word, Excel, and PowerPoint
• Two to three (2-3) years experience as an Administrative Professional, School Guidance or related work experience
• Knowledge of pupil/personnel information systems and web-based programs used for tracking and uploading documents
• Experience in office management

Required Documents:

• Current PA Criminal History background check
• Current Federal Criminal background check
• Current Child Abuse background check

Interested candidates should submit an online application. Questions can be directed to HROffice@hempfieldsd.org.

Position will remain open until filled.

EOE

Attachment(s):

• Secretary - Guidance - Middle School 12.2020.pdf