A position has been declared open in the Weber School District for a Counseling Administrative Assistant. This position is for 8.00 hours per day, 182 days ( plus 1 additional contract day , usually the next business day after the last day of each school year) over 9 months per year. Compensation commensurates with Lane 5 of the Administrative Assistants Salary Schedule, as well as benefits. This position starts the upcoming 2026-27 school year.

Applicants shall apply at wsd.schoolspring.com. Files will be reviewed before interviews are scheduled.

THIS POSITION WILL REMAIN OPEN UNTIL FILLED AFTER A MINIMUM OF 5 WORKING DAYS.

**ONLY CURRENT DISPLACED ESPs (EDUCATION SUPPORT PROFESSIONALS) OF WEBER SCHOOL DISTRICT NEED APPLY**

**CURRENT EMPLOYEES OF WEBER SCHOOL DISTRICT: ENSURE YOU ARE MARKED AS AN INTERNAL CANDIDATE TO HAVE ACCESS TO THE INTERNAL APPLICATION. CLICK HERE FOR A GUIDE (WSD SSO REQUIRED)**

Position Overview

The Counseling Administrative Assistant provides high-level administrative, operational, and customer-service support to the high school counseling office. This role helps ensure smooth delivery of academic guidance, social-emotional supports, college and career readiness services, testing coordination, and family engagement. The position acts as the first point of contact for students, families, staff, and external partners; manages confidential records; coordinates appointments and events; supports data/reporting needs; and maintains compliance with policies, procedures, and regulations (e.g., FERPA).

Essential Functions and Responsibilities (including, but not limited to):

Front Office & Customer Service Serve as the primary receptionist for the counseling office; greet and triage students, families, and visitors. Manage counseling office inboxes and phones; respond to inquiries, route calls/messages, and schedule appointments. Provide timely, courteous, and culturally responsive support to a diverse student and family population.

Scheduling & Coordination Maintain counselor calendars; coordinate student and parent/guardian meetings, teacher consultations, IGP/CCR meetings, and crisis triage slots. Support coordination of large-scale activities (e.g., master schedule change windows, new student enrollment/orientation, credit recovery sign-ups, testing days, college/career events, parent nights). Arrange logistics (rooms, technology, interpreters, materials, refreshments, vendors) for counseling events.

Records & Data Management Maintain student files, transcripts, and counseling documentation in accordance with FERPA and district/state policies. Process transcript requests, enrollment/withdrawal records, proof of attendance, and records transfers. Update student information systems (SIS) and counseling case logs; run routine reports (attendance, credits, graduation progress).

Testing & Programs Support Assist with standardized testing logistics (e.g., PSAT/SAT/ACT, AP, state assessments): rosters, materials, proctor support, accommodations lists, student communication, and day-of check-in. Support scholarship processes, letters of recommendation workflows, and college application documentation (e.g., counselor forms, fee waivers). Track and publicize counseling programming (workshops, mental health resources, college/career fairs).

Communication & Outreach Draft and publish counseling office communications (newsletters, website updates, bulletin boards, social media, flyers). Coordinate translation/interpretation services for families as needed. Maintain up-to-date community resource lists and referral information (mental health, housing, food, employment services).

Operations & Compliance Monitor inventory and supplies; process orders and reimbursements; coordinate with vendors. Support budget tracking for counseling office expenditures as directed. Uphold confidentiality and data privacy; follow district procedures for crisis response support (routing to counselors/administration). Support the maintenance of a welcoming, safe, and organized office environment.

Other Duties as Assigned Provide backup coverage for main office or attendance as needed. Participate in professional development and school improvement initiatives related to counseling services.

Attendance to work is an essential function of the job. Due to the dynamic nature of this position, additional responsibilities and duties may be assigned as necessary. Other Functions: Assists other personnel for the purpose of supporting them in the completion of their work activities. Job Requirements: Technical Proficiency: Competency in using Google Workspace (especially Sheets, Docs, and Calendar) to track, analyze, and communicate student progress effectively. Proficiency with the Student Information System (PowerSchool) is strongly preferred. Problem-Solving Skills: Capacity to creatively address students' challenges, supporting them in setting and achieving their goals. Communication Skills: Clear and empathetic communication with students, staff, families, and community partners, fostering open and supportive relationships. Bilingual skills preferred (written and spoken), depending on school community needs. Knowledge, Skills, and Abilities (SKAs): Knowledge School counseling office operations and student services workflows. Confidentiality and privacy standards (e.g., FERPA) and basic records retention practices. Basic understanding of graduation requirements, transcripts, credit checks, and college/career planning timelines. Standardized testing procedures and accommodations processes. Community resources relevant to adolescent mental health and family supports. Skills Strong customer service and front-office management; professional written and verbal communication. Scheduling, time management, and coordination of high-volume calendars and events. Accurate data entry; intermediate Excel/Sheets (filters, sorting, lookups), forms/surveys, and mail merge. Website/newsletter updates and basic design of flyers/handouts. Problem-solving and prioritization in a fast-paced, student-centered environment. Abilities Maintain strict confidentiality and handle sensitive situations with tact and empathy. Interact effectively with students from diverse cultural, linguistic, and socioeconomic backgrounds. Remain calm and organized during peak periods (schedule changes, testing windows, crises). Collaborate with counselors, teachers, administrators, school psychologists/social workers, and community partners. Learn new systems quickly (SIS, counseling platforms, ticketing/appointment tools). Working Conditions & ADA / Physical Demands: Environment: School office setting with frequent student/family interactions; occasional interruptions and shifting priorities; event support may occur outside regular hours. Physical Demands: Constantly operates a computer and other office equipment. Frequently remains stationary (sitting/standing) for extended periods. Occasionally moves boxes/supplies up to 20 lbs; sets up rooms for events. Ability to communicate clearly in person and by phone; ability to observe and respond to student needs. Move about inside and outside the school to access files, students and machinery. Constantly operate a computer and other office productivity machinery, such as a calculator, copy machine, computer, computer printer. Occasionally ascend/descend a ladder/stairs to access high objects or different levels of the building. Have the ability to observe details at close and far range. Frequently move items weighing up to 20 pounds across the classroom for various needs.

Minimum Qualifications: Experience: Previous experience working with students in a school or related environment is required. Education: High school diploma or equivalent; additional training in education, social work, or counseling is beneficial.

WEBER SCHOOL DISTRICT IS AN EQUAL OPPORTUNITY (EEO) EMPLOYER