Responsible for maintaining all phases of students’ cumulative records, with a strong emphasis on supporting the college application process. Serves as the primary point of contact for the Guidance Office and provides administrative support to counseling staff.

Responsibilities:

Office Coordination & Student Support

Serve as secretary counseling staff
Act as the first point of contact for students and visitors
Schedule appointments for students and counselors
Supervise students in the Guidance Office

Records & Student Information Management

Maintain, transfer, file, and purge student CA-60 cumulative records
Maintain student transcripts and standardized test records (PSAT, ACT, SAT, ACT PLAN, Proficiency)
Process transcript requests (mail, fax, and electronic submission to colleges and NCAA)
Enroll and withdraw students
Assist registrar with new student enrollment

Meetings & Program Coordination

Organize and coordinate:
- PST, REED, Staffing meetings
- Initial and follow-up 504 meetings
Schedule participants including staff, administrators, specialists, and parents

Events & Special Programs

Coordinate:
- National Merit Reception
- Senior Honors Program
- Athletic Awards Program
Prepare materials such as awards booklets, speaker arrangements, and scholarship information
Assist with 7th Grade Camp process

Testing & College Readiness

Manage Testing Out registration
Maintain AP registration, payments, and collections
Coordinate visits from colleges and military representatives

Administrative & Operational Duties

Maintain guidance office budget, supplies, and reference materials
Process weekly “News & Notes” communications
Ensure compliance with State of Michigan immunization requirements
Assist with scheduling substitute teachers
Other duties as assigned

Supervisory Responsibilities

Supervise students within the Guidance Office

Qualifications

Education & Experience

High school diploma or equivalent required
Prior experience in a school office setting preferred

Language Skills

Ability to read and interpret transcripts, test scores, and immunization records
Strong written communication skills (memos, correspondence)
Proficiency in English grammar, spelling, and punctuation
Ability to communicate effectively with students, staff, parents, and community members

Mathematical Skills

Ability to perform basic arithmetic operations (addition, subtraction, multiplication, division)

Reasoning Ability

Ability to follow written and verbal instructions
Strong problem-solving and decision-making skills
Ability to apply policies and procedures appropriately

Other Skills & Abilities

Proficiency with office equipment and computer systems
Ability to manage multiple tasks and meet deadlines
Strong organizational and prioritization skills
Ability to maintain confidentiality
Ability to work effectively with frequent interruptions
Strong interpersonal skills and teamwork
Knowledge of district policies and procedures

Physical Demands

Regularly required to sit, use hands, reach, talk, and hear
Vision requirements include close vision, depth perception, and focus adjustment

Applications accepted until filled.

Pursuant to Public Act 68 of 1993 and Public Act 83 of 1995, selected new employees shall submit to fingerprints and a criminal background check at the employee's expense.

It is the policy of the Board of Education that the District will not discriminate against any applicant or employee based on race, color, national origin, ethnicity, religion, sex, sexual orientation, gender identity or expression, pregnancy, age, height, weight, familial status, marital status, military service, veteran status, genetic information, disability, or any other legally protected basis . The District shall comply with all applicable federal and state laws and regulations prohibiting discrimination including, but not limited to, Titles VI and VII of the Civil Rights Act of 1964, 42 U.S.C. §§ 2000d. et seq.; and 42 U.S.C. §§ 2000e, et seq.; The Americans With Disabilities Act of 1990, 42 U.S.C. §§ 1210, et seq.; The Handicappers' Civil Rights Act, MCL §§ 37.1101, et seq.; and The Elliott-Larsen Civil Rights Act, MCL §§ 37.2101, et seq.; Age Discrimination in Employment Act (ADEA), 29U.S.C. §§ 621, et seq. Inquiries or complaints by applicants or employees related to discrimination should be directed to:

Director of Human Resources
Okemos Public Schools
4406 Okemos Rd
Okemos, MI 48864

TELEPHONE: 517-706-5006

www.okemosk12.net

OHS Counseling Office Secretary