West Ada School District is hiring: Secretary- Assistant- College and Career in

Secretary- Assistant- College and Career

Join to apply for the Secretary- Assistant- College and Career role at West Ada School District.

Purpose: The College Career Assistant Secretary supports the day-to-day operations of the High School College and Career Center by providing administrative, clerical, and logistical support to the College and Career Counselor. This role helps to maintain updated resources, coordinate events and facilitate services that prepare students for college, careers, and other post-secondary opportunities. Additionally, the assistant supports the administration of post-secondary assessments by helping with scheduling, proctoring, and reporting, while ensuring adherence to testing protocols and fostering a positive testing environment.

Hours: 40 per week.
Salary: $16.00 per hour.
Calendar: 188 days.

Supervision: Receives administrative direction from the building administration, college career counselor, and/or counselors.

Essential Duties

• Create and maintain a welcoming, calm, and supportive environment in the College and Career Center for all students, staff, and visitors.
• Provide administrative and clerical support to College Career Counselors.
• Coordinate, schedule, and advertise visits & presentations from colleges, military, and employers.
• Assist in planning and implementing College Application Week activities and events.
• Assist counseling office with work release to track student documents and work hours.
• Assist with the college career communication-School website, bulletin boards, newsletters, etc.
• Assist college career counselors in scholarships, career pathway plans, and other post-secondary student planning.
• Cover the college career center when counselor is out.
• Serve as a backup to the counseling secretary if needed.
• Assist with the Advanced Opportunities process as needed.
• Coordinate IDLA registration, IDLA reporting, and all Advanced Opportunities for IDLA.
• Assist administration and counselors with planning and organizing logistics for assessments.
• Assist in communication with testing agencies and school staff regarding test registration, materials, and reporting requirements.
• Monitor adherence to testing policies and protocols to ensure compliance with all regulations.
• Maintain accurate records of test administration, attendance, accommodations and any irregularities during testing.
• Assist in scheduling test dates, arranging testing locations, proctoring test sessions, and coordinating with teachers, proctors, and students to ensure smooth testing operations for assessments, including but not limited to:
  • College Entrance Exams (ACT, SAT, PSAT, CLEP)
  • AP
  • IB
  • ASVAB
• Perform other administrative or clerical duties as assigned by the administrator, counselor, or college career counselor.
• Ensure compliance with all school policies and procedures related to the job.
• Maintain strict confidentiality of all students, school records, and information.
• Maintain a clean, organized, and efficient office and work environment.

Minimum Qualifications

Knowledge of: college, career, and military pathways, and post-secondary planning resources; high school graduation requirements and advanced opportunities (IDLA, AP, IB, ACT/SAT, CLEP, ASVAB); testing protocols; school and district policies related to student records; student information systems; basic event planning principles; and confidentiality.

Ability To

• Coordinate and manage logistics for events, meetings, and assessment sessions with accuracy and attention to detail.
• Maintain confidentiality and handle sensitive information with discretion and integrity.
• Assist with the planning, promotion, and execution of college and career readiness events and activities.
• Use technology effectively for communication, scheduling, data entry, and record keeping.
• Work independently and collaboratively with administrators, counselors, teachers, and external partners.
• Proctor standardized tests and ensure full compliance with testing requirements.
• Communicate clearly and concisely, both orally and in writing.
• Maintain regular attendance and adhere to prescribed work schedule to conduct job responsibilities.

Qualifications

• High school diploma or equivalent.
• Two years of successful administrative clerical experience. Public education experience highly desired.

Essential Physical Abilities

• Clear speech and hearing; visual acuity for written instructions; manual dexterity for office equipment; body mobility, flexibility, strength, and balance for standard office functions and lifting up to 20 pounds.

Evaluation

Yearly by supervisor.

Terms of Employment

• 188-day working calendar
• Regular attendance is an essential function of this job
• Employment is at will
• Veterans’ advantage per Idaho Code

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