CATASAUQUA AREA SCHOOL DISTRICT
Support Services Staff
Support Services Benefits
Guidance High School Secretary
Assignment: Building Specific
Department: Guidance Office
Reports to: Building Principal
-------------------------------------------------------------------------------------------------------------------------------------------Position Definition: The Guidance High School Secretary is a full time (12-month) position that directly
reports to the Building Principal. His/her main responsibility is to include interacting with the building
administrators, counselors, students, high school staff, parents, outside agencies and the public. The
person must possess excellent communication skills, good judgment and have extensive computer skills.
The ability to multi-task is also necessary. His/her duties include, but are not limited to, the following:
Essential Duties and Responsibilities:
► To perform administrative assistant duties for both counselors.
► To receive and forward telephone calls for counselors.
► Screen visitors entering the guidance office ascertain the nature of their business and direct them to
the proper counselor or provide them with information requested.
► Sort and distribute interoffice and post office mail.
► Orders supplies and educational materials for the guidance office.
► Prepare memos, faxes and other correspondence for both guidance counselors.
► Prepare daily and weekly announcements.
► Maintain Xerox copier in guidance office.
► Request academic and health records from previous schools
► Responsible for following up on requested records of new students.
► Send appropriate academic, special education and health records to student’s new school.
► Forward a copy of any Language Surveys that indicate languages other than English are spoken to
ESL Teacher for evaluation
► Update changes to student status records in PowerSchool as necessary.
► Forward free/reduced lunch applications to Food Service Director for his approval.
► Arrange transportation for new students and forward student information to Transportation Director
► Request missed assignments/homework for students who are absent or homebound and collect for
parent pickup.
► Monitor students and student tutors while in the guidance office.
► Monitor students who need to use designated computers in the guidance office.
► Generate and maintain reports for new students, transfers, withdrawals, foster children and
drop outs.
► Compile a list of honor roll students at the end of each marking period and submit to local
newspaper in their designated formats for publishing.
► Prepare guidance sponsored field trip permission slips, collect completed forms, create a roster
of participating students and forward to CHS staff.
► Assist special education department with confidential files, reports and scheduling the
guidance office conference room for meetings.
► Exchange records with outside agencies.
► Request summer school offerings from other school districts, prepare information for students
who need to make up courses, keep a list of students and record the grades from courses when
received.
► Provide college-bound students with information, forms, applications, NCAA information and college
visitation forms, maintain log for all items mailed.
► Maintain a file for students who need to have a mid-year report sent to colleges and mail them as
soon as possible after the term ends.
Board Approved 02/11/2008
Guidance High School Secretary Services for Current Students Job Description Continued – Page 2
► Type letters of recommendation for counselors and teachers as needed.
► Update information relating to senior awards and scholarships and compile packet for students.
► Sort confidential award and scholarship applications submitted by seniors to be forwarded to the
appropriate committee or person for consideration.
► Obtain a completed transcript release form and principal’s survey from each senior before the
end of the school.
► Transcripts must be completed for college-bound juniors and all seniors.
► Coordinate PSSA, PSAT, SAT, SATII and ACT scores, activities and work experience.
► Generate a listing of graduating seniors and submit to local newspapers with the names of the
valedictorian and salutatorian along with photos
► Report quick lookup results to parent/guardian and forward concerns, problems or questions to the
► appropriate counselor or teacher.
► Request homework for students from teachers and prepare for parent pickup.
► Provide parents with letters for verification of student standing for welfare, SSI, driver’s license
discounts, etc. when requested.
► Provide teachers with information as requested.
► Schedule military recruiters for monthly visits.
► Notify all students regarding the Opt Out Form to have their contact information restricted from
recruiting.
► Generate a list of junior and senior students for the military branches and forward information as
requested removing the names of students who have opted out.
► Generate letters for students who are considering enlisting informing the military recruiter what the
status is for that student to meet graduation requirements.
► Coordinate Exchange Club Student of the Month information.
► Work with Diversified Occupation Coordinator with exchange of pertinent student information and
filing of student reports.
► Schedule rooms for outside counselors.
► Provide assistance to Learning for Life Career Awareness Program.
► Schedule college representatives for visitation with juniors and seniors in the guidance office
conference room or other room if necessary.
► Provide college sports recruiters with transcripts as needed and log visits with students (to include
name of college, recruiter’s name and time/length of visit).
► Provide verification of graduation to screening services for employment by researching files in
guidance office and east wing records room
► Provide copies of medical records for former students after they have provide appropriate
identification
► Former students who are requesting transcripts or records to be sent to schools, businesses or other
legitimate parties must complete a guidance office “Release of Records Form” giving permission to
release the transcript.
► Provide GED information to potential test takers and mail printed information when necessary
► Mail the test materials certified to scoring center
► Maintain the confidential information obtained, enter the results when received and record the
information on a composite listing.
► Generate a GED certified certificate with test scores on PA Department of Education form.
► Run individual students reports such as reports cards, transcripts, etc.
► Run reports for honor roll, class rank, GPA, etc.
► Remove seniors files for storage after purging
► File academic and special education for incoming freshman
Board Approved 02/11/2008
Guidance High School Secretary Job Description Continued – Page 3
Qualifications:
Education/Experience

H.S. Diploma, experience in PC usage, typing, word processing, spreadsheets, and
general office procedures. 3 years experience in a district or regional office setting
Reasoning Ability
 Ability to apply common sense understanding to carry out instructions furnished in
written, oral, or diagram form. Ability to deal with problems involving several concrete
variables in standardized and non-standardized situations. Must be able to effectively
deal with multiple individuals in a fast paced office environment. Must also possess
ability to effectively communicate and coordinate with various teams within the District
Office, school buildings, and general public.
Language Skills
 Ability to read and interpret documents such as safety rules, technical manuals, operating
instructions, policy and procedure manuals. Ability to write routine reports and
correspondence. Ability to speak effectively before individuals and employees of the
organization.
Physical Demands
The physical demands described here are representative of those that must be met by an employee to
successfully perform the essential functions of this job. Reasonable accommodations may be made to
enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is regularly required to sit and talk and hear. The
employee frequently is required to use hands to handle or feel and reach with hands and arms. The
employee is frequently required to stand and walk. The employee must occasionally lift and/or move up
to 25 pounds. The employee is regularly required to use the phone, FAX, a computer, typewriter, and
document imaging equipment.
Work Environment
The work environment characteristics described here are representative of those an employee
encounters while performing the essential functions of this position. Reasonable accommodations may
be made to enable individuals with disabilities to perform the essential functions. The noise level in the
work environment is usually moderate.
Board Approved 02/11/2008