Guidance Secretary
Dubuque Community School District
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At a glance
Job overview
Dubuque Community School District is hiring a Guidance Secretary. The Guidance Secretary provides administrative support to counselors, managing correspondence, incoming calls, and appointments for teachers, parents, and students. This role involves determining student needs, supervising students, and assisting with registration and orientation processes. The secretary also maintains student records, processes referrals, and prepares various reports and testing materials.
Key focus areas include Type, file, duplicate, and mail all correspondence related to counselors' duties., Handle all incoming calls and schedule appointments for teachers, parents, and students., and Determine student needs and notify appropriate personnel..
Important skills include Typing, Filing, Duplicating, Mail Handling, Incoming Call Handling, and Appointment Scheduling.
Skills & qualifications
Skills
Full job description
Guidance Secretary JobID: 766
- Position Type:
Secretarial/Clerical/ Secretary
- Date Posted:
7/28/2026
- Location:
Thomas Jefferson Middle School
10 months; 8.0 hrs/day
Hourly rate: $19.40
POSITION RESPONSIBILITIES:
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Type, file, duplicate, mail - all correspondence related to the duties of the counselors.
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Handle all incoming calls. Schedule appointments for teachers, parents, and students (and write student passes).
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Determine student needs as students arrive to the office with passes and notify the appropriate person. Locate the nurse as required. Supervise students waiting in the office.
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Greet parents and newly enrolling students and assist office visitors.
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Assist with registration of new enrollees.
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Requesting transcripts/records of new enrollees and preparation of mailing transcripts/records.
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Preparation of cumulative and permanent record cards for all new enrollees.
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Maintenance of updating student cumulative and permanent records (general information, test results, grades, pictures, etc.).
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Organizing, maintaining and updating special needs folders and binders.
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Process AEA referrals, discipline referrals, progress reports.
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Assist in registration and orientation for grades 7 and 8. (In the future for grades 6, 7, and 8.) Duties include building a roster, collating and summarizing comments of teachers, completing forms, etc.
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Prepare information as initial step of scheduling.
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Assist the counselor and principal in charge of ITED's and ITBS to prepare for the testing, and in distribution, and collection of testing material.
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Assist in organizing make-up testing.
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Prepare cumulative folders and permanent record cards (photos, testing results, etc.)
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Prepare rosters, homebase lists, and/or reports for teachers, principals, counselors, etc. Maintain student adds/drops information in binder. Maintain class lists. Forward student adds/drops information to the Business Manager and Attendance Secretary.
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Preparation, printing, alphabetizing, distribution, completing corrections, filing of: report cards, mid-term progress reports, stick tabs, etc.
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All main frame (AS400 and Excel database) computer input; student information, schedules, reports, eighth period student activities, scheduling; as well as maintenance of same.
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Verify accuracy of principal's quarterly report with enrollment data.
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Schedule use of conference rooms.
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Staffing notifications for AEA staff and filing of all special education reports.
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Assist in the organization of guidance department curricular activities (e.g. career day, etc.)
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Assist other secretaries, as needs demand.
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Maintenance of Lost and Found items with distribution or dispersal of items throughout the school year.
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Demonstrates a commitment to multi-cultural nonsexist policies and practices.
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