Counseling Secretary - SHS (26-27)
Summit School District, Breckenridge, CO, United States
Counseling Secretary
The Counseling Secretary provides comprehensive administrative and organizational support to the School Counseling Department and serves as a primary point of contact for students, parents, staff, and community partners. This position ensures the efficient operation of the counseling office, supports post-secondary planning initiatives, assists with student services and registration, and maintains accurate records while upholding strict confidentiality. The Counseling Secretary contributes to a welcoming and inclusive school environment that supports student success.
Essential Duties and Responsibilities
Office Operations & Customer Service
Serve as the first point of contact for the counseling office, greeting and assisting students, parents, staff, and visitors in a professional and welcoming manner.
Assist students, parents, and staff with a variety of requests, including locating schedules, assigning lockers, unofficial records, and resetting PowerSchool passwords.
Answer the Counseling Department main office phone; take and relay messages, and direct callers to appropriate personnel.
Maintain schedules for all counselors, including making appointments for students and parents and issuing student passes for meetings.
Deliver counseling passes and information to students and teachers as necessary.
Train and supervise Teacher Aides in delivering passes, making copies, and performing other office duties.
Demonstrate a commitment to building and maintaining a safe, fair, and respectful working and learning environment that honors the cultural diversity of students and staff, including maintaining confidentiality for all staff and students
Student Records & Registrar Support
Assist the registrar with enrollment and records management, including:
assisting with filing
assembling document distribution as needed
maintaining proper levels of needed documents, such as registration packets, course registration forms etc.
printing schedules or transcripts as requested
Ensure compliance with FERPA and district confidentiality policies.
Data entry into PowerSchool information system, including log entries for student visits
Post-Secondary & Scholarship Coordination
Coordinate college visits by scheduling and tracking visits and publicizing them through posters, flyers, announcements, and digital communications.
Organize and update national college and scholarship information for student and parent access.
Support the preparation and distribution of materials related to college and career readiness.
Communication & Publications
Update the counseling section of the weekly school newsletter.
Help maintain content on the counseling page of the SHS website
Help organize and distribute registration information to parents and students.
Testing & Program Support
Assist with the coordination of standardized testing and other counseling-related programs as needed.
Clerical & Administrative Support
Prepare correspondence, reports, and presentations for the counseling department.
Maintain office spaces, supplies and equipment.
Assist with organizing counseling events such as orientation, registration, and awards ceremonies.
Perform other duties as assigned to support the mission and operations of the school.
Knowledge, Skills, and Abilities
Excellent interpersonal and customer service skills with the ability to interact effectively with students, families, staff, and community members.
Strong organizational and time-management skills with the ability to multitask in a fast-paced environment.
Ability to maintain strict confidentiality and handle sensitive information.
Effective written and verbal communication skills.
Proficiency with Google Workspace.
Ability to familiarize with Student Information Systems and post-secondary planning platforms preferred.
Ability to supervise and train student aides.
Cultural competence and commitment to equity and inclusion.
Minimum Qualifications
High school diploma or equivalent required; associate's or bachelor's degree preferred.
Previous secretarial or administrative experience required, preferably in an educational setting.
Experience working with students and families is highly desirable.
Bilingual or multilingual skills preferred but not required.
Physical Requirements
Ability to sit and work at a computer for extended periods.
Occasional standing, walking, bending, and lifting up to 25 pounds.
Ability to communicate effectively in person, by phone, and via digital platforms.
Work Environment
School office environment with frequent interaction with students, families, and staff.
Fast-paced setting with regular interruptions and competing priorities.
May require occasional evening hours for events.
The Counseling Secretary provides comprehensive administrative and organizational support to the School Counseling Department and serves as a primary point of contact for students, parents, staff, and community partners. This position ensures the efficient operation of the counseling office, supports post-secondary planning initiatives, assists with student services and registration, and maintains accurate records while upholding strict confidentiality. The Counseling Secretary contributes to a welcoming and inclusive school environment that supports student success.
Essential Duties and Responsibilities
Office Operations & Customer Service
Serve as the first point of contact for the counseling office, greeting and assisting students, parents, staff, and visitors in a professional and welcoming manner.
Assist students, parents, and staff with a variety of requests, including locating schedules, assigning lockers, unofficial records, and resetting PowerSchool passwords.
Answer the Counseling Department main office phone; take and relay messages, and direct callers to appropriate personnel.
Maintain schedules for all counselors, including making appointments for students and parents and issuing student passes for meetings.
Deliver counseling passes and information to students and teachers as necessary.
Train and supervise Teacher Aides in delivering passes, making copies, and performing other office duties.
Demonstrate a commitment to building and maintaining a safe, fair, and respectful working and learning environment that honors the cultural diversity of students and staff, including maintaining confidentiality for all staff and students
Student Records & Registrar Support
Assist the registrar with enrollment and records management, including:
assisting with filing
assembling document distribution as needed
maintaining proper levels of needed documents, such as registration packets, course registration forms etc.
printing schedules or transcripts as requested
Ensure compliance with FERPA and district confidentiality policies.
Data entry into PowerSchool information system, including log entries for student visits
Post-Secondary & Scholarship Coordination
Coordinate college visits by scheduling and tracking visits and publicizing them through posters, flyers, announcements, and digital communications.
Organize and update national college and scholarship information for student and parent access.
Support the preparation and distribution of materials related to college and career readiness.
Communication & Publications
Update the counseling section of the weekly school newsletter.
Help maintain content on the counseling page of the SHS website
Help organize and distribute registration information to parents and students.
Testing & Program Support
Assist with the coordination of standardized testing and other counseling-related programs as needed.
Clerical & Administrative Support
Prepare correspondence, reports, and presentations for the counseling department.
Maintain office spaces, supplies and equipment.
Assist with organizing counseling events such as orientation, registration, and awards ceremonies.
Perform other duties as assigned to support the mission and operations of the school.
Knowledge, Skills, and Abilities
Excellent interpersonal and customer service skills with the ability to interact effectively with students, families, staff, and community members.
Strong organizational and time-management skills with the ability to multitask in a fast-paced environment.
Ability to maintain strict confidentiality and handle sensitive information.
Effective written and verbal communication skills.
Proficiency with Google Workspace.
Ability to familiarize with Student Information Systems and post-secondary planning platforms preferred.
Ability to supervise and train student aides.
Cultural competence and commitment to equity and inclusion.
Minimum Qualifications
High school diploma or equivalent required; associate's or bachelor's degree preferred.
Previous secretarial or administrative experience required, preferably in an educational setting.
Experience working with students and families is highly desirable.
Bilingual or multilingual skills preferred but not required.
Physical Requirements
Ability to sit and work at a computer for extended periods.
Occasional standing, walking, bending, and lifting up to 25 pounds.
Ability to communicate effectively in person, by phone, and via digital platforms.
Work Environment
School office environment with frequent interaction with students, families, and staff.
Fast-paced setting with regular interruptions and competing priorities.
May require occasional evening hours for events.