Job Description:
Class specifications are intended to present a descriptive list of the range of duties performed by employees in the class. Specifications are not intended to reflect all duties performed within the job.
SUMMARY DESCRIPTION
Under direction from assigned supervisory or management staff, organizes, coordinates, and participates in the front office functions of the assigned counseling office; trains and provides work direction to staff and students as assigned; performs the full range of specialized office support and clerical duties in support of the assigned counseling office activities; screens and assesses student counseling needs and schedules appointments with appropriate counselors; maintains a variety of records and files and generates a variety of statistics and reports; and serves as the primary contact person for problems and issues related to the automated counseling scheduling and reporting system.
DISTINGUISHING CHARACTERISTICS
This is the advanced journey level class in the Counseling Office Assistant series. Positions at this level are distinguished from other classes within the series by the level of responsibility assumed and the complexity of duties assigned. Employees perform the most difficult and responsible types of duties assigned to classes within this series including responsibility for coordinating front office activities, serving as the office supervisor during morning hours, managing the scheduling and reporting system, coordinating counselors’ schedules, and serving as the primary contact person for problems and issues related to the automated counseling scheduling and reporting system. Employees at this level are required to be fully trained in all procedures related to assigned area of responsibility.
REPRESENTATIVE DUTIES
The following duties are typical for this classification. Incumbents may not perform all of the listed duties and/or may be required to perform additional or different duties from those set forth below to address business needs and changing business practices.
Organize, coordinate, and manage front office functions of the assigned counseling office; ensure appropriate staffing and optimum services to students, staff, faculty, and visitors to the college; serve as liaison between counselors, staff, and student workers; participate in developing and updating policies and procedures.
Train and provide work direction to assigned staff and student workers as assigned; prioritize and coordinate clerical assignments and projects; ensure compliance with established regulations and administrative policies.
Serve as the primary contact person for issues related to the automated counseling scheduling and reporting system; perform user functions to resolve problems; contact vendor representatives and programmers to report malfunctions and irregularities; serve as liaison to college departments and provide user training.
Oversee and coordinate a variety of duties related to counselor calendar and schedule planning; oversee and participate in the preparation of permanent schedules at the beginning of each semester and during the summer session; oversee and participate in inputting counselors’ schedules and review/verify schedule for accuracy; participate in coordinating weekly counselor schedules and monitor scheduling system daily in regards to changes involving student cancellations and appointments, scheduling of new appointments, and counselor emergencies.
Serve as receptionist for assigned areas; receive office and telephone callers; provide material and information in response to requests for information related to assigned area of responsibility; convey telephone messages; respond to questions regarding other student services areas and provide information; refer callers to appropriate staff for further assistance as needed.
Perform a variety of support duties related to counseling office activities; provide counter support; screen students to determine if counseling needs are personal or academic; schedule counseling, screening, intake, or psychological appointments with appropriate staff member or refer student to other agencies and departments.
Prepare and retrieve files for scheduled appointments; prepare information for counselors including student academic transcripts, current schedule information, and history reports.
Interact with students in a variety of situations and respond to requests for assistance; contact crisis counselors for immediate counseling as needed.
Prepare and generate a variety of reports, records, and statistics related to counseling information, operations, and functions; prepare and file absentee reports for all counselors.
Assist in compiling and assembling data for special projects and reports; verify and review forms for completeness and conformance with established regulations and procedures.
Monitor student tracking activities; record attendance; phone students to schedule screening, intakes, accommodations, academic, and/or psychological appointments; send letters to students as required.
Perform a variety of general clerical duties in support of office operations; access files and information on computer system; input information and data; copy materials; order office supplies and materials.
Provide matriculation English, reading, and math test results; provide information concerning upcoming tests.
Develop a variety of forms for faculty, staff, and student use; order and maintain supply of forms, applications, brochures, and informational packets.
Plan and coordinate efforts of the assigned counseling office with other departments; coordinates with staff of other departments to ensure effective coordination of counseling operations and functions.
Respond to public inquiries in a courteous manner; provide information within the area of assignment; resolve complaints in an efficient and timely manner.
Type, word process, and proofread a variety of documents and forms including general correspondence, reports, and memoranda from rough draft, recordings, or verbal instruction; disseminate information as appropriate.
Utilize various computer applications and software packages; maintain and generate reports from a database or network system.
Operate office equipment including computer equipment, typewriter, calculator, copier, and facsimile machine.
Perform related duties as required.
