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MARION COMMUNITY SCHOOLS
Marion, Indiana
Job Description
Position Title:  Guidance Secretary (Records)                                       FSLA Status:  Non-Exempt
Responsible to:  Executive Assistant                                                    Supervises:  N/A
Evaluated by:  MHS Principal and Director of Guidance                          Benefit Level:  B
Terms of Employment:  260 days                                                             Category:  Clerical At Will no contract 
Evaluation Period:

• Formative evaluations throughout the school year as per MCS Performance and Assessment procedures
• Annual evaluation prior to May 30

 
Purpose of the Position: To ensure proper procedures are being followed in the Guidance Department; organize standardized testing and maintain student academic records for all of Marion Community Schools.
Classified as Confidential Employee:  Functional responsibilities or knowledge in connection with the issues involved in dealings between the school corporation and its employees require strict adherence to confidentiality.
Minimum Requirements:  The following qualifications represent the minimum requirements necessary for an individual to perform this position effectively.

• High school diploma, GED / HSED, or equivalent
• Technology Skills Required: Office Suite (Advanced Word, Advanced Excel).  Preferred - Student Information System, GroupWise and other educational database software
• Strong organizational and leadership skills

 
Essential Functions of the Position:  The following functions have been determined by Marion Community Schools to be essential to the successful performance of this position.

• Keep records for graduates of Marion High School.
• Receive, send and maintain Marion Community Schools' students' records.
• Facilitate ECA testing (early winter and spring) and maintain list of students who are testing.
• Maintain current year diploma list.
• Prepare final transcripts for graduating seniors.
• Order and mail diplomas.
• Microfilm, box records for long term storage.
• Send electronic transcripts through Parchment.
• Check dual credit students' for Ivy Tech class eligibility.

 
Secondary Functions of the Position:  The following functions, while important and necessary to the position, have been determined by Marion Community Schools to be marginal to the successful performance of this position.

• Serve as receptionist for Guidance Office.
• Assist enrollment secretary during school year. During summer months, be responsible for all grade level withdrawals and enrollments.
• Maintain and update student records, such as ECA results and Special Needs disability codes for the purpose of having complete and correct ECA lists.
• Assist with student scheduling in summer months.
• Perform other duties and responsibilities as assigned by the Building Principal and Superintendent.

 
Knowledge of:

• Policies, procedures and functions office administration
• Applicable software and applications

 
Ability to:

• Plan, organize, and schedule priorities.
• Use independent judgment and initiative in making sound decisions and in developing solutions to problems.
• Discreetly handle confidential and politically sensitive matters.
• Make independent decisions in accordance with established policies and procedures.
• Tactfully and courteously respond to requests and inquiries/complaints from the general public and staff.
• Communicate clearly and concisely, both orally and in writing.
• Establish and maintain effective working relationships with students, staff and the community

 
Equipment Used: 

• General Office Equipment (computer, telephone, copier, fax machine)
• Transcript Reader, microfilm machine, typewriter
• Push-to-Talk radio

 
Place Where Work is Performed: 

• Marion High School

 
 Physical Demands:

• Must be able to sit and /or stand for long periods of time.
• Must be able to stoop, kneel or crouch.
• Must be able to hear and speak clearly.
• Must be able to lift items of 20 lbs. occasionally. 

 
How this Job Description was developed:
This job description was developed by the HR Department in conjunction with the Building Principal.
Marion Community Schools assures Equal Employment Opportunities for job candidates and employees.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential tasks. This job description is intended to accurately reflect the position activities and requirements.  However, management and administration reserves the right to modify, add, or remove duties and assign other duties as necessary.  It is not intended to be and should not be construed as an all-inclusive list of all the responsibilities, skills, or working conditions associated with the position.
I have read and agree to the expectations of this job description.
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