TITLE: RELIEF - SCHOOL SECRETARY

DEPARTMENT: All Schools

REPORTS TO: Principal

SUMMARY:

Under general direction the School Secretary performs secretarial, clerical, record keeping, and reception duties for the school office. She/he works cooperatively with other staff, students, parents and the public.

DUTIES: Assists school administrators, by relieving them of routine administrative tasks including maintaining office procedures, organizing schedules, preparing agendas and materials for school staff and committee meetings, scheduling appointments and making arrangements for travel and special events.

Inputs information from a variety of source documents utilizing various computer programs Receives cash and issues receipts to appropriate trust accounts.

Relays messages and provides a variety of information and assistance to parents, students, teachers, the public and District staff by telephone or in person.

Types a variety of materials such as confidential reports, correspondence, memoranda, newsletters, requisitions and bulletins.

Records and transcribes minutes of meetings for internal and departmental memoranda.

Prepares, processes and maintains files and a variety of records, lists and reports such as permanent record cards, report cards, student registration, enrollment reports, accident reports, District manuals and student payment records.

Opens, screens and distributes incoming and outgoing mail.

Receives and ensures the accuracy and condition of incoming supplies and Learning Commons materials and files discrepancy reports.

Schedules and makes arrangements for activities such as field trips, meetings and workshops.

Provides assistance to students and advises parents of injury or illness; performs assigned duties during fire/emergency drills.

Duplicates, sorts, collates and staples materials.

Administers medication and performs minor First Aid.

Performs other clerical or emergent duties.In some schools: Makes bank deposits

Contacts parents regarding student absentees.Secretaries assigned to departments may perform the following duties: Prepares requisitions for supplies, materials and equipment for department.

Monitors inventories of supplies, materials, equipment and textbooks.

Maintains records and information regarding student activities.

Monitors department expenditures and budgetary records.REQUIRED KNOWLEDGE, ABILITY, SKILLS (School Secretary) Grade 12 diploma or equivalent.

One year post-secondary secretarial training (30 credits) or equivalent.

One year of school secretary experience.

Keyboarding skills of 60 words per minute or proof of competency.

Intermediate level of Microsoft Office Suite (Word, Excel)

Knowledge of Business English, punctuation, spelling and Business Math.

Knowledge of office practices and procedures.

Ability to maintain confidentiality.

Ability to work different shifts.

Ability to use courtesy and tact in the explanation of and discussion of information in contacts with public, parents, staff and students.

Ability to perform individually and as part of a team.

Ability to effectively communicate both verbally and in writing.

Ability to plan and schedule work and organize the workload effectively.

Ability to work with constant interruptions.

Ability to maintain close attention to detail for periods of sustained duration and to meet deadlines.TOOLS AND EQUIPMENT USED

Computer, photocopier, telephone, facsimile machine, paper shredder, answering machine, calculator and other office related equipment, public address system.

PHYSICAL ABILITIES Sufficient vision to operate computer.

Ability to lift materials of 5-10 kg.

Fundamental ability to operate office equipment.

Manual dexterity.

HOW TO APPLY:

Click here for step-by-step instructions to create your ECE, EA and Support Staff Make A Future profile, complete your portfolio and apply to postings.

If you encounter a problem with the application process, please contact the help line at Make a Future or alternately, Helen Schlick, Human Resources Advisor at hschlick@sd57.bc.ca or call 250-561-6800 ext. 230.

**Only candidates that are shortlisted for an interview will be contacted**