FLSA Status: Non-exempt

Grade: 9 (Educational Support)

Revision Date: February 3, 2020

Location: Middle/High School

Job Summary

This position is responsible for providing clerical duties and office support associated with receiving, maintaining and distributing student records and assuring the smooth operation of the Counseling Department.

Duties and Responsibilities

  • Handles student transfers and withdrawals and accurately codes information into the student information system.
  • Maintains records on students, including but not limited to registration, special education student files, cumulative student files, class scheduling, and transfer records.
  • Prepares, reviews, and balances monthly attendance reports and monitors the validation and verification process for timely submission of monthly attendance report to Central Office.
  • Prepares college, scholarship, and other applications requested through the Counseling Department.
  • Processes requests for homebound, special education and other student services forms.
  • Confirms student data to Federal, State, and Local government agencies, and other authorized agencies as mandated.
  • Coordinates and reorders student records based on student promotion, graduation, and retention.
  • Updates, posts and files student testing results including college and career readiness tests and the state testing program.
  • Prepares transcripts for students and graduates.
  • Receives monies for the processing of transcripts.
  • Assists the Counseling Department with student recognition and awards programs.
  • Performs general office duties as assigned by administrator or designee to include, but not limited to, answering telephones, assisting staff and students, receiving and distributing faxes and mail, preparing correspondence, maintaining appropriate level of office supplies, and filing.
  • Models the WJCC Strategic Plan Values: Individualism, Integrity, Innovation, Accountability and Collaboration.
  • Performs other duties as assigned.

Minimum Qualifications (Knowledge, Skills and/or Abilities Required)

  • Possession of high school diploma or GED certificate.
  • Considerable clerical experience.
  • Ability to accurately prepare and maintain computerized records and systems.
  • Thorough knowledge of standard office practices, procedures, and equipment.
  • Ability to type accurately; familiarity with Microsoft Office.
  • Must possess the ability to establish and maintain effective working relationship with students, employees and the general public.
  • Excellent organizational skills and attentive to details.
  • Ability to interpret and follow oral and written instructions and directions.
  • Ability to communicate effectively both orally and in writing.
  • Ability to exercise discretion and maintain confidentiality.

Supervision Exercised


Supervision Received

Performs duties under the supervision of the Principal and/or Principal’s designated administrator.

Working Conditions and Physical Requirements

Duties are normally performed in an office environment.  Frequent contact with parents, students and staff.  Must have the ability to: sit for extended periods of time; exhibit manual dexterity to enter data into a computer; see and read a computer screen and printed material with or without vision aids; hear and understand speech at normal levels and on the telephone; speak in audible tones so that others may understand clearly in person and on the telephone; lift up to 25 pounds.  Reasonable accommodation may be made to enable individuals with disabilities to perform essential functions of the job.

This job description in no way states or implies that these are the only duties to be performed by this employee.  The incumbent will be required to follow any other instructions and to perform any other related duties as assigned by the principal or appropriate administrator.  WJCC Public Schools reserves the right to update, revise or change this job description and related duties at any time.