Primary Purpose
The Counseling Clerk provides administrative and technical support to the school counseling department. This role combines responsibilities of a traditional high school registrar and counseling clerk, with a strong emphasis on directly supporting counselors with clerical and administrative functions. Key duties include student records management, transcript review, data entry, and supporting graduation tracking. A significant portion of this role involves processing course completions, schedule changes, and endorsements within the student information system.
This position operates in a high-demand, fast-paced environment and requires a high level of accuracy, organization, and the ability to manage multiple priorities simultaneously while supporting a large volume of student records across multiple campuses.
This position is a central office based position and plays a critical role in ensuring the accuracy of student academic records and supporting student success through effective coordination with the counseling department. The ideal candidate is detail-oriented, highly organized, adaptable, and thrives in a fast-paced, high-volume environment with a strong focus on supporting counselor operations.
Qualifications (Education/Experience):
- High school diploma or equivalent require
- Associate's degree or higher preferred
- Minimum of 1-3 years of clerical, administrative, or data entry experience (school-based experience preferred)
Required Skills & Competencies
- Strong technology skills, including proficiency in Microsoft Excel, Word, and Google Workspace
- Experience or ability to learn student information systems (e.g., Skyward)
- Excellent data entry skills with high attention to detail and accuracy
- Strong organizational and time management abilities
- Ability to efficiently manage and prioritize a large volume of student records and scheduling transactions across multiple campuses
- Ability to work in a fast-paced, high-volume environment with frequent interruptions
- Ability to meet deadlines with minimal supervision
- Effective communication and interpersonal skills
- Ability to handle confidential information with discretion
Required Knowledge
- Proper English usage, grammar, spelling, vocabulary, and punctuation.
- Modern office methods, procedures, and practices, including filing systems, business correspondence, and telephone techniques.
Key Responsibilities
Counselor Support & Scheduling Functions
- Provide direct clerical and administrative support to school counselors
- Process course completions, schedule changes, and student endorsements in the student information system (e.g., Skyward)
- Assist counselors with maintaining accurate student schedules and academic records
- Support documentation and tracking of student academic plans and progress toward graduation
Student Records & Data Management
- Maintain accurate and up-to-date student records in the student information system (SIS)
- Perform high-volume data entry with strong attention to accuracy and deadlines
- Assist with enrollment, withdrawals, and records requests in compliance with district and state guidelines
Transcript Review & Graduation Tracking
- Review and audit student transcripts for accuracy and completeness
- Support counselors in monitoring student progress toward graduation requirements in the state of Texas
- Identify discrepancies in credits, courses, or records and communicate findings to counselors
- Assist in preparing graduation reports and documentation
Compliance & Confidentiality
- Ensure adherence to district policies, FERPA, and Texas state regulations regarding student records
- Maintain strict confidentiality of student information
- Other duties as assigned
Supervisory Responsibilities:
None.
Equipment Used:
- Office equipment and tools: calculator, computer, printer, copier, fax, multiline telephone, and other equipment and platform applicable to the position.
Mental Demands/Physical Demands/Environmental Factors:
- Work with frequent interruptions, work with frequent deadlines, and maintain emotional control under stress. Occasional prolonged or irregular hours. Regular district wide travel to multiple work locations as assigned; moderate lifting and carrying.
TEXANS CAN ACADEMIES is an Equal Opportunity Employer