Location: Hamilton High School
Reports To: Building Principal
FLSA Status: Non-exempt
Work Schedule: Part-time (Full-time, School Year)
Starting Date: As soon as onboarding is complete
Pay Scale: Commensurate with experience and training ($18.50/hour base)
JOB SUMMARY:
Hamilton Community Schools is seeking a detail-oriented, organized, and student-focused Student Services Office Secretary to provide essential administrative and clerical support to the high school counseling department. This position plays a key role in ensuring that students, families, and staff receive timely, professional assistance and that counseling office operations run smoothly.
ESSENTIAL FUNCTIONS:
- Knowledgeable regarding PC and Chromebook computer systems
- Skilled in word processing (Microsoft Word, Google) and spreadsheets (Microsoft Excel, Google)
- Serve as the first point of contact for students, parents, and visitors in the Student Services Office, providing a welcoming and supportive environment.
- Assist school counselors in managing student records, scheduling, and data entry in the Student Information System (SIS).
- Coordinate student appointment scheduling, testing sessions, and counselor availability.
- Passionate about spending time with students and building relationships
- Highly organized and efficient
- A positive contributor who is forward-thinking
- An effective communicator, both written and verbal
- Self-directed and able to take initiative in day-to-day and crisis situations
- A creative, solution-oriented, problem solve
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Prepare and maintain accurate files, transcripts, and documentation for current and former students.
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Support the college and career readiness process by assisting with applications, transcripts, and scholarship information.
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Manage incoming calls, emails, and office correspondence with professionalism and confidentiality.
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Assist with the organization of counseling-related events such as parent nights, testing days, and career/college fairs.
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Maintain office supplies and coordinate with the main office for ordering as needed.
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Ensure compliance with district policies, student privacy laws (FERPA), and applicable regulations.
Other functions of the job include, but are not limited to the following:
- Demonstrate preparation and skill in working with students from diverse cultural, economic, and ability backgrounds
- Encourage parent and community involvement, obtain information for parents when requested, promptly return phone calls, and answer emails
- Other duties as assigned
QUALIFICATIONS, KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED:
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.
- High school diploma or equivalent required; post-secondary training in office administration preferred.
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Prior experience as an office secretary, preferably in an educational setting.
Strong organizational and multitasking skills with attention to detail.
- Typing/keyboarding skills of 50 wpm with accuracy
- Demonstrated ability to communicate effectively, using proper grammar, spelling, and punctuation both verbally and in writing
- Demonstrated ability to perform general office procedures with accuracy
- Demonstrated ability to perform independently
- Must be accurate, dependable, tactful, and confidential
- Problem-solving skills are required
- Proficiency with Microsoft Office Suite, Google Workspace, and Student Information Systems (PowerSchool experience preferred).
- Must be self-motivated toward assigned duties, work well under pressure, and possess the ability to work with constant interruptions in a positive manner
- Demonstrated ability to establish and maintain positive relationships with others as part of a team
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Excellent interpersonal and communication skills, with the ability to work effectively with students, families, and staff.
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Knowledge of school counseling programs and processes is a plus.
BENEFITS:
- Health insurance (single-subscriber)
- Life Insurance
- Long-Term Disability
- Cash-in-lieu option
- PTO per year
- 9 sick days
- 3 personal days
PHYSICAL REQUIREMENTS:
Regularly required to sit, stand, walk, talk, hear, operate a computer, hand-held learning devices and other office equipment, reach with hands and arms, and must occasionally lift and/or move up to 25+ pounds.
