You are here

Posted: 
2024-05-16
Job Type: 
Full Time
Employment length: 
Permanent
Language requirements: 
English
Education requirements: 
College/CEGEP
Job experience: 
1 year to less than 2 years
Job industry: 
Education
Job Location: 
Oshawa
Reports To:

Head Secretary & PrincipalJob Summary:

Under the direction of the Principal and supervision of the Head Secretary, assist in maintaining the efficient administrative operations of the school.

Major Duties:

Duties may vary but will include some of the following:

1. Administer block budget purchasing and receiving for the school organize and prepare purchase order requests, consumable order, input into computer database

check deliveries with packing slip, send receiving report to accounts payable, sort and distribute material to staff

expedite outstanding orders

maintain adequate office supplies

2. Maintain block budget accounts maintain block budget accounts

print off monthly board general ledgers and reconcile with school records

input block budget allocations on-line

3. Record student enrolment and subject choice by computer input all changes to student enrolment such as admissions and transfers

set up new student files on the board database, input required information

prepare and print all the necessary enrolment data for the principal's quarterly reports

maintain file on the individual student timetable changes

input individual student's subject changes and revise the class lists and student timetables

input student marks, request report cards

update student database file as needed

input information from student option sheets

review completed course tallies to determine number of sections to offer for each course

input draft master schedule and run simulations to check for conflicts

print final master timetable after conflicts resolved

input data from the mark entry and student course selection sheets

4. Maintain the school's financial records by computer record and maintain financial transactions for school accounts including a general journal, monthly trial balance and bank reconciliations using the on-line school bookkeeping system

prepare cheques for signature

issue receipts for monies received

collect, count and deposit monies received for school activities

administer the school petty cash fund

complete G.S.T. report and forward to accounting for reimbursement

5. Assist with teacher on-calls compile an on-call assignment list of teachers for each class period

receive information needed for the substitute teacher

record on-call assignments for each teacher

call supply dispatch to request supply teacher, approve and process supply teacher information using on-line system

6. Assist school public relations and communications receive and respond to telephone callers and individuals, take messages, supply information and direct callers or visitors to the appropriate person

acquire a wide range of knowledge for response to questions concerning block budget purchasing and block budget accounts, office procedures, computer software systems, etc.

provide information to and/or locate staff or students by means of the public address system

7. Provide clerical support to principal, staff and students assist in preparing reports required by the school including damage reports, accident reports, quarterly student enrolment and staff reports

type letters, evaluations, newsletters, course calendar, handbooks, programs, etc.

type and photocopy for staff

receive and transmit electronic mail; order films by computer for teachers; check phone bills and collect monies from staff for personal long distance phone calls

organize exams, prepare exam timetable and teacher supervision schedule using on-line system

assist in implementing new procedures and forms

8. Provide administrative support to the principal and staff liaise with data processing and Bell Canada whenever there is a system breakdown in the on-line equipment

train office staff on new computer equipment, programs

perform minor repairs on office equipment; liaise with the repair people

maintain an up to date calendar of community use of schools: inform principal of conflicts

arrange transportation for school outings

9. Provide assistance to the school secretarial team as needed

10. Perform such other duties as may be assigned by the principal and/or the head secretary

Equipment Used:

Computer/printer, electric typewriter, calculator, photocopier, P.A. system, phone system, fax machine

Qualifications: 1. Secondary School Diploma with an emphasis in job related areas of study, and up to two years of related employment experience; or an equivalent combination of formal education and related employment experience

2. A knowledge of basic accounting practices

3. Proficiency on word processing and computer keyboarding skill

4. The ability to communicate effectively with students, staff, parents and public

5. Ability to use database and spreadsheet programs would be an asset.Please note: This is a 35 hour per week, 12 month, permanent position.The DDSB is committed to equity and inclusion in the recruitment and hiring of qualified staff who reflect the diversity of our region. We encourage submissions from candidates who represent the various dimensions of diversity. We are committed to providing barrier-free and accessible employment practices in compliance with the Accessibility for Ontarians with Disabilities Act (AODA). Should you require accommodation through any stage of the recruitment process, please make them known when contacted and we will work with you to meet your needs.