Secretary: Counseling Middle School - Crofton Middle

Approximate start date: 10/1/2026

About the role

Performs varied secretarial and clerical duties in support of the guidance office within a middle school. Work involves receiving and screening students, parents, telephone calls, and correspondence; scheduling student-counselor, parent-counselor, and parent-teacher conferences; registering and transferring students; preparing and maintaining student folders and records; and typing forms, letters, notices, and correspondence. Volume and nature of work follow the school cycle from enrollment to high school entry. This role is distinguished by greater responsibility for detailed student-file processes, forms, policies, and record-keeping. Employees exercise independence, good judgment, and extreme tact when handling confidential information.

Responsibilities

• Receives and screens students, parents, and visitors; handles routine matters.
• Registers new students, interviews students/parents, and acquires necessary information.
• Prepares student cumulative folders, assigns SIF numbers, completes SIF forms, and prepares CR, SR, emergency, and bus cards; enters data into student records management system.
• Checks records of incoming students; contacts previous schools for records, test results, and files; notifies administrators/teachers of new entrants.
• Schedules and maintains counselor calendars; issues passes to students; resolves conflicts/cancellations; notifies teachers and other parties.
• Processes student withdrawals; routes withdrawal sheets to teachers; completes appropriate records/forms.
• Summarizes and prepares records for students transferring to other schools; assembles and relocates records.
• Answers, screens, and directs telephone calls, mail, and correspondence to appropriate personnel.
• Provides general information about guidance office services and procedures; handles routine matters.
• Types referrals; prepares and distributes copies; maintains a log book.
• Prepares, types, and reproduces forms, notices, letters, and correspondence; revises forms as needed.
• Maintains and updates student guidance folders and records; establishes confidential files; codes and color-indexes records.
• Assists with homework assignments for absent students due to illness.
• Maintains supply of work permits, verifies and validates them; maintains Social Security Number applications and records on home teaching.
• Assists in maintaining and updating the confidential medical list.
• Keeps up-to-date logs, school rosters, and listings of new, active, and withdrawn students; prepares reports as assigned.
• Arranges appointments and conferences; provides clerical assistance to speech therapists, pupil personnel workers, psychologists, and guidance counselors.
• Assigns duties to volunteers.
• Maintains records on summer school and follows up on student performance; notifies counselors or high schools of results.
• Processes referrals for home teaching.
• Performs other related duties within the same classification or lower.

Requirements

• High School Diploma or Equivalency Certificate required.
• Three years of progressively responsible general clerical office experience.
• One year of experience at the School Secretary I level with detailed record-keeping/record management preferred, or an equivalent combination of education and experience.

Skills

• Considerable knowledge of Board of Education and school operations, policies, and procedures.
• Ability to use school-based financial, student, and human resources records management systems.
• Considerable knowledge of modern office practices, business English, spelling, and commercial arithmetic.
• Ability to exercise courtesy and good judgment when dealing with students, parents, administrators, and the public.
• Demonstrated ability to work and communicate effectively with diverse populations.
• Proficiency with business technology applications (e.g., video/web conferencing, Microsoft Office Suite—Word, Excel, Outlook, PowerPoint).
• For new hires, a minimum score on a pre-employment assessment is required.

Physical Demands

• Standing: under 1/3 of the time
• Walking: under 1/3 of the time
• Sitting: between 1/3 and 2/3 of the time
• Keyboarding: between 1/3 and 2/3 of the time
• Talking: between 1/3 and 2/3 of the time
• Hearing: between 1/3 and 2/3 of the time
• Lifting and carrying up to 20 pounds: under 1/3 of the time

Work Environment

• Location: Office, school, or similar indoor environment (over 2/3 of the time).
• Noise level: Moderate (between 1/3 and 2/3 of the time).