Bend-La Pine Schools is committed to the principle of equity. Equity supersedes the notion of equality, where all are treated the same. Pursuing equity requires the removal of barriers and the promotion of inclusive practices so that all students fully benefit. The principle of equity will inform all BLS policies, regulations, programs, operations, practices, and resource allocations. 

Studies have shown that some individuals (women and people of color, for example) are less likely to apply for jobs unless they believe they meet every single qualification in a job description.  Our goal is to find the best candidate for the position, and we acknowledge that that candidate may be an individual from a less traditional background. We encourage you to apply, even if you don’t believe you meet every one of our qualifications described.  If you are unsure whether you meet the qualifications of a position, or how this would be determined, please feel free to contact Human Resources to discuss your application.

Position Title:  Counseling Office Secretary II – Middle School and High School

Department:

Reports To: Office Manager and Site Administrator

 Bend-La Pine Schools (BLS) is committed to the principle of equity. Equity supersedes the notion of equality, where all are treated the same. Pursuing equity requires the removal of barriers and the promotion of inclusive practices so that all students fully benefit. The principle of equity will inform all BLS policies, regulations, operations, practices, and resource allocations.

Studies have shown that some individuals (women and people of color, for example) are less likely to apply for jobs unless they believe they meet every single qualification in a job description. The goal of this search is to find the best candidate for the position, and it must be acknowledged that the best candidate may be an individual from a less-traditional background. Interested individuals are encouraged to apply even if they don’t believe they meet every one of the listed qualifications. Interested individuals who are unsure whether they meet the qualifications of a position, or how this would be determined, should reach out to Human Resources to discuss those qualifications.

Job Definition:

Under general supervision, the Counseling Secretary II performs a wide variety of clerical work. The employee processes, files, and records information for the counseling department in a secondary school. The Counseling Secretary II is responsible for all student records stored in the counseling offices. The employee serves as a primary contact with all staff members as well as students in relation to counseling activities and records. The Counseling Secretary II works under the direction of the school counselors and the school principal.

This job description may not include all assigned duties. This position is represented by the Oregon School Employees Association (OSEA).

Bend-La Pine Schools provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

Nature and Scope of Work:

Essential Job Functions:

• Handles requests for reports and information about student records.
• Enrolls new students and checks for proper compliance with district policies and laws governing immunizations. Ensures student immunizations are up to date, keeps health records current, and ensures Oregon School Immunization Law is being followed.
• Contributes to the positive atmosphere of the school by maintaining excellent rapport with students, parents, and staff. Maintains excellent rapport with other Bend-La Pine corresponding secretaries with timely response to requests from other schools, sharing ideas, forms, or processes.
• Assures that all student records and files are correct, updated, and prepared for forwarding to requesting schools. Maintains and processes all student records.
• Coordinates and documents receiving and sending of student cumulative files. Uses ODE Lookup to find current or past student location.
• Serves as point of contact with custody issues to explain to parents or others regarding student release or release of student information.
• Notifies applicable staff of information in cumulative files received from previous schools (e.g., IEP, 504, safety plans, custody/legal documents, etc.).
• Organizes cumulative file contents, purges documents according to student cumulative file content & retention schedule.
• Supervises student assistants.
• Assures that the confidential nature of all student records is maintained.
• Assists with effective management of the workload in the counseling office.
• Provides counseling office staff with administrative support. Encourages students to make counselor appointments, offers break space for students, encourages return to class in a timely manner.
• Coordinates student athletic programs including registration, rosters and collecting fees (middle school only).
• Dispenses student medications and monitors the health room (middle school only).
• Coordination for all aspects of graduation (high school only).
• Provides communication to students, parents, and staff through the use of newsletters, bulletin boards, automated phone systems, and daily announcements (high school only).
• Coordinates student testing and materials (high school only).
• Coordinates the distribution of transcripts upon request (high school only).
• Prepares and distributes statistical reports. Assists in the preparation of reports as needed.
• Assists in creating the master schedule, including analyzing data and working with Administration to create a schedule that ensures as many students as possible are fully scheduled.
• Produces curriculum guide/student forecast materials and enters forecasting information needed for student forecast records; uses SIS reports and makes corrections as needed, both independently and in collaboration with school counselors, to ensure student forecasting is accurate and complete.
• Ensures that teachers complete final grades each term. Updates student GPAs, course history, and prepares report cards for students.
• Orders, receives, distributes, and inventories supplies for the department.
• Schedules appointments with district staff and outside organizations.
• Schedules appointments for parent conferences and staffings.
• Fulfills other related duties as assigned.
• Fulfills performance standards identified in the evaluation process as required by the position.
• Fulfills working conditions and physical effort listed below.

Working Conditions:

The position calls for a high degree of confidentiality concerning student records and confidential information regarding staff, students, and patrons of the school district. The employee works under tight inflexible deadlines. Tasks require extreme accuracy and concentration. The position requires flexibility, resilience, and the ability to work in a continually demanding and stressful environment with continual interruptions. Must enjoy working with students at the secondary age level. The ability to work with at-risk families and alternative school students is necessary. The employee also needs to be able to lift materials, boxes, and equipment weighing up to 30 pounds and/or maneuver up to 50 pounds.

Knowledge, Skills, and Abilities:

• SIS systems applications.
• Modern office practices and procedures.
• Filing and record keeping systems.
• Computer technology and other equipment used in the workplace, as required by the position.
• Student discipline and attendance procedures.
• Safety practices.
• Proper first aid procedures.
• Proper procedures to administer medication.
• Legal matters pertaining to custodial/parental rights and student records.
• School boundaries and transportation routes.
• Thorough understanding of the area change request process and inter-district transfer process in order to help families navigate the required application process.
• Read, understand, and carry out oral and written instructions.
• Learn the operation of telephones, computers, and other equipment used in the work, as required by the position.
• Accurately transfer, record, and convey information and materials as required by the position.
• Adhere to the district requirements for a drug-free workplace.
• Communicate clearly and appropriately in speech and writing in accordance with educational standards.
• Acquire and maintain knowledge of the SIS system.
• Work with at-risk students and their families.
• Must be able to use district-related software systems, internet, and e-mail systems.
• Abide by confidentiality requirements.
• Possess the physical ability to regularly attend work and fulfill the essential functions of the position with or without reasonable accommodation.

Education and Experience:

High school diploma or equivalent and one to two years of advanced training/experience in the specific job requirements. Comprehensive knowledge of grammar, and the ability to use correct speech and compose routine correspondence is required. The position requires the ability to understand technical instructions (computers).

The position requires working knowledge of technical procedures or work activity. In-depth knowledge of school district practices or basic policies is necessary. Job proficiency can be acquired in twelve months to two years.

Certification and Licensing:

The statements herein reflect general details as necessary to describe the principal functions of the job, the level of knowledge and skills typically required, and the scope of responsibility, but should not be considered an all-inclusive listing of work and physical requirements. Individuals may perform other duties as assigned, including work in other functional areas to cover absences or relief, to equalize peak work or otherwise to balance the workload.

Please Provide:

Resume

Cover Letter

Note: The system will not take uploads from current employees, so please email supporting documents to hr-recruitment@bend.k12.or.us