Job Overview

This is a position with highly specialized duties to support School Counseling Services (Office of Student Mental Health Services) and the Department of Student Services. The Program Assistant is responsible for a variety of tasks related to implementing several School Board policies, including communicating with families and staff, data collection and management, generating a variety of reports and performing data searches. The Program Assistant will create and maintain large databases by updating, editing, modifying data elements, fields and records. The Program Assistant must be able to complete assignments independently, work collaboratively with other office staff, and demonstrate strong written and oral communication skills.

Roles and Responsibilities

The following information is intended to describe the overall nature and scope of the work being performed. This is not a comprehensive listing of all responsibilities or tasks; work may differ and other work may be assigned when deemed appropriate.

• Provides administrative and clerical support to the School Counseling Services/Student Mental Health Services office.
• Assembles and maintains lists for School Counseling Services including division policies and procedures, updated School Counseling employees, outlook contacts, college representatives for LCPS College Fair planning, Career/Apprenticeship contacts for LCPS Career Fair planning, and relevant vendors working with School Counseling Services.
• Maintains databases containing program data, entering, editing, and correcting data as necessary; produces reports, lists, summaries, and other documents from databases to include but not limited to Oracle, Phenix SIS, and Schoology.
• Coordinates the electronic scholarship database to include contacting scholarship sponsors to request information for the database, disseminating the information to all stakeholders, formats the information, maintains an updated database of all scholarship opportunities.
• Updates and maintains website content for School Counseling Services/Student Mental Health Services.
• Creates flyers and promotional materials for events hosted by School Counseling Services.
• Compiles necessary program data to create the needed statistics for annual reports.
• Responds to inquiries from school staff, central office, families, and outside organizations.
• Participates in arranging events, conferences, meetings, and other activities; assembles information, prepares informational materials, and locates and arranges for necessary space and services; maintains related expense and activity files and records.
• Processes office forms and documents such as purchase orders, vouchers, requisitions, personnel action, serves as timekeeper, and sends to appropriate departments for action; maintains logs of such actions and follows up as necessary.

Qualifications

Below are the minimum qualifications for this job. Equivalent combinations of education and experience are also acceptable.

     Education

     Associates degree required; Bachelor’s degree preferred

     Experience

     2 years of related experience

     Licenses and Certifications

     Knowledge, Skills and Abilities

• Specialized training in using databases, spreadsheets, student information, publishing and word processing software and google suite.
• Experience in producing accurate reports quickly using a variety of formats, accessing data from numerous sources, knowledge of Microsoft Office and Google Suites, specifically Excel and Word; file creation and maintenance and ability to maintain databases on other systems through data entering, editing and updating procedures
• Ability to research, analyze, compile and summarize data; identify specific procedural problems and make corrections
• Ability to take initiative and to handle new duties with limited direction; ability to determine and set work priorities, maintain confidentiality, work independently, and work effectively during periods of heavy workloads; ability to work and respond calmly and efficiently when under pressure
• Ability to assist in the scheduling and coordination of events, meetings, and programs
• Strong management and organizational skills and attention to detail
• Strong oral and written communication skills, strong interpersonal skills; ability to work effectively with many different audiences including but not limited to community members, school-based employees and central office administration

Physical Requirements

The following provides a brief description of physical requirements for this job:

While performing the duties of this job, the employee is regularly talking, expressing or exchanging ideas by means of the spoken word. The employee must convey detailed or important spoken instructions to other workers accurately, loudly, or quickly. The employee must possess normal cognitive abilities including the ability to learn, recall and apply certain practices and policies. Frequently sitting and/or remaining in a stationary position for long periods of time. Exerting up to 25 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects.

Reports to: Supervisor, School Counseling Services

FLSA status: Non-Exempt

Months/Days/Hours: 12 months, 254 days, 8 hours per day

Salary Level: Scale B/ Universal - Non-Exempt Level 8

Salary Scale: https://www.lcps.org/compensation

Salary Range:  $26.74 - $28.45

Remote Work Eligibility: No