Counseling Assistant - Position 1 (College, Sr., Registrar) - THS - Apply 6/16/2025 - 9/12/2025

Multiple Positions

ALABASTER CITY SCHOOLS

JOB DESCRIPTION

JOB TITLE: COUNSELING ASSISTANT 1

QUALIFICATIONS:

1. Bachelor's Degree from an accredited college or university required.
2. Have at least two years' experience in a school Counseling Department or other related position.
3. Ability to perform high-quality secretarial and pertinent financial-related work in a confidential manner.
4. Demonstrate the ability to communicate effective in English, both orally and in writing, using proper grammar and vocabulary.
5. Possess excellent organizational and interpersonal skills with attention to detail.
6. Possess excellent telephone skills.
7. Possess the ability to facilitate multiple tasks simultaneously.
8. Demonstrate excellent interpersonal skills.
9. Must have some computer background.

REPORTS TO:

Principal

College Counselor, Senior Counselor, and Registrar

JOB GOAL: To assist school personnel in providing an appropriate educational program.

PERFORMANCE RESPONSIBILITIES:

1. Answers the telephone and greets visitors to the counseling office; schedules parent conferences, testing sessions and other meetings; relays information to counselors. Sends for students as requested by counselors and excuses student absences for appointments in the counseling office.
2. Formats and types correspondence, memorandum, forms and reports for counselors. Maintains confidential counseling files; researches files to provide information for counselors as requested.
3. Collects and organizes progress reports; orders progress reports as requested by teachers, counselors and parents.
4. Maintains files of pre-college tests taken by students; distributes data to counselors; collects college applications from seniors and records test scores; forwards data to counselors; mails applications. Sends transcripts to colleges as requested by former students.
5. Assists principal and counselors in development of a master schedule; inputs information into computer. Scans student course selections and makes necessary changes; generates scheduling materials. Maintains accurate reports and class counts for use in scheduling; prints related reports as requested. Distributes schedules to offices and staff; maintains accurate class lists for teachers.
6. Records schedule changes throughout the year; forwards copies of schedule change information to staff. Prepares ethnic, dropout and other reports as requested.
7. Prepares grading forms and instructions; distributes materials and instructions to teachers. Inputs grade data by using a scanner; makes necessary changes. Prints and distributes report cards; prints and files transcripts. Notifies counselors of students with incomplete or failing grades. Ranks students according to grade point average; runs honor roll listings.
8. Collects and records grade changes throughout the year; updates transcript information.
9. Enrolls new students and creates student data files; requests immunization forms and other school or health information. Obtains records from student's previous school; evaluates transcripts to credit student's previous course work.
10. Withdraws students and prepares required forms; collects withdrawal grades from teachers; updates student cumulative files. Forwards records of withdrawn students to other schools; insures that state and district regulations are followed. Verifies requests for information relating to students and student files before forwarding information to other sources.
11. Oversees operation of school's computer network system. Orders supplies such as papers, ribbons, forms and diskettes. Troubleshoots minor equipment problems; calls for outside repair as necessary. Provides assistance to new users; maintains system security.
12. Inputs information into computer to update student records such as demographic data, schedule changes and health records; forwards copies of information to various school offices.
13. Provides clerical assistance for graduation; types programs; assists in distributing caps, gowns, and announcements. Submits orders and verifies student names for diplomas. Coordinates assistance at graduation by volunteers.
14. Performs related duties as assigned.


TERMS OF EMPLOYMENT: 240-day contract.

EVALUATION: Performance of this job will be evaluated in accordance with provisions of the Board's policy.

SALARY: Appropriate placement on current salary schedule.