Level III Student Support Services Office Assistant at MHS, 8 hours per day, 212 days per year

Assignment Information
8 hours per day, 212 days per year from mid-August to mid-June
Minimum hourly rate: $24.67
Click here to view the wage schedule. Wages can be found in Appendix A.
Medical and dental benefit eligible position. Click here to view benefit details.

Summary/Primary Objective of Position:
Provides customer service to the counseling department serving approximately 3600 students. This position supports twelve School Counselors and two Achievement Specialists by ensuring efficient office operations, accurate student records management, and high-quality service to students, families, staff, and community partners. This role is critical to maintaining compliance with data privacy requirements, supporting student transitions (enrollment, withdrawal, graduation). The position ensures the Student Support Services Office operates in a professional, welcoming, and highly organized manner.

Job Responsibilities:

1. Provide front-line customer service on the phone and in person for visitors to the counseling office.
2. Serve as primary office assistant for guidance counselors.
3. Maintain integrity of school and historical records.
4. Schedule appointments and maintain counselor calendars, which includes the drop in schedules.
5. Manage and coordinate new student registration including scheduling appointments with counselors, assessing if other department staff need to be included in appointment; i.e. special education, 504 coordinator. Obtain former school records. Assist with entering new student information including converting grades into credits in conjunction with counselors. Examine that all information from former school(s) has been received. Route to appropriate counselor.
6. Process student withdrawals; chart withdrawal information and communicate information to appropriate staff members.
7. Complete all requests for transfer of records. Collect attendance data to comply with state policy regarding withdrawals due to attendance.
8. Compile data from Skyward regarding PSEO, part-time, Compass, shortened day and home schooled students. Prepare spreadsheet to track attendance hours for each student. Provide summarized reports at end of school year for MARRS report to the state.
9. Work with counselors on late graduation students. Mail diplomas upon graduation completion.
10. Facilitate fail letters and grade lists based on school calendar (quarter/semester)
11. Assist with data entry related to coursework from other programs/schools as needed.
12. Perform other duties of a similar nature or level
    

Job Qualifications:

1. Demonstrated successful experience in a high-level administrative or office assistant role, preferably in a school or student services setting.
2. Strong organizational, multitasking, and customer service skills in a fast-paced environment.
3. Proficiency with office technology and student information systems, including databases, spreadsheets, word processing, and reporting tools.
4. Ability to handle confidential information with discretion, professionalism, and accuracy.
5. Evidence of proficiency with Microsoft Excel, Google Docs and Skyward Student.
6. Demonstrated ability to process documents at 50wpm.
7. Ability to stay on task in an office of constant interruption.
8. The student support services secretary has daily contact with administration, counselors, teachers, classified personnel, and the public, but mainly with students. In an office where many things are happening at once, patience and an even temperament are required. The working relationship with the student support services staff is close and requires compatibility, understanding and cooperation.
9. Evidence of flexibility is a high priority.
10. Evidence of attention to detail and the ability to meet deadlines.
11. Evidence of ability to maintain confidentiality of school-related information.
12. Evidence of ability to prioritize and handle multiple tasks simultaneously.
13. Evidence of strong organizational, communication, human relations skills, and interpersonal skills as applied to interaction with coworkers, supervisor, the general public, etc. sufficient to exchange or convey information and to receive work direction.