TITLE: SENIOR SCHOOL SECRETARY - ELEMENTARY

DEPARTMENT: Elementary Schools

REPORTS TO: School Principal SUMMARY:

With minimal direction the Elementary School Secretary performs secretarial, clerical, bookkeeping and reception duties for the school office. She/he works cooperatively with other staff, students, parents and the public.

DUTIES: Assists the 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.

Performs bookkeeping functions for SDS, petty cash, trust accounts and non-public funds (i.e. collects cash, issues receipts, writes cheques, prepares cash statements, ensures balance of accounts, makes bank deposits, maintains all school accounts and reconciles monthly computer and bank statements). Calculates and balances financial accounts.

Inputs information from a variety of source documents utilizing various computer programs including Quicken, MyEdBC, Asset Planner, Mastercard.

Screens calls; relays messages and provides information and assistance to parents, students, Board officials and District staff and the public by telephone or in person.

Composes, and/or types a variety of materials such as confidential reports, correspondence, memoranda, newsletters, requisitions and bulletins.

Prepares and processes forms such as purchase orders, and cheque requisitions to ensure sufficient availability of supplies for office and teaching staff.

Monitors inventories of supplies, resale materials and textbooks.

Prepares, processes and maintains files and a variety of records, WHMIS manual, lists and reports such as permanent record cards, report cards, student registration, student files, medical alert cards and medical information, forms, enrollment reports, accident reports and District manuals, volunteer forms, travel insurance forms, custody orders.

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.

Coordinates support staff and teacher on call timesheets and teacher absence reports, leaves of absence, and other payroll related documentation ensuring timely transfer of information to District Office.

Answer phone calls, direct and take messages.

Record and collect students on Meals program.

Input data for StrongStart admissions.

Prepares and files field trip permission forms.

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

Duplicates, sorts, collates and staples materials.

Records and transcribe minutes of meetings for internal and departmental distribution.

Coordinate student travel arrangements for field trips and outings.

Communicate with health service providers and coordinate arrangements for immunizations and other health service to students.

Administers medication and performs minor First Aid.

May record and maintain information regarding teachers on call.

Coordinates student photo and immunization days

File and monitor custody and MCFD orders.

Contacts parents regarding student absentees.

Performs other clerical or emergent duties.REQUIRED KNOWLEDGE, ABILITY, SKILLS (Elem. Senior School Secretary) Grade 12 diploma or equivalent.

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

Over 2 years of school secretary experience or four years of general office experience.

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

Intermediate level of Office Suite (Word, Excel)

Intermediate level accounting equivalent to COM204

Basic knowledge of computer database functions.

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

Knowledge of office practices and procedures.

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

Ability to maintain confidentiality.

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, cash register, answering machine, calculator and other office related equipment.PHYSICAL ABILITIES Sufficient vision to operate computer.

Ability to lift materials of 5 10 kg.

Fundamental ability to operate office equipment.

Manual dexterity.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.Please note: All applications with relevant documentation must be made through Make A Future for consideration for the position.**Only candidates that are shortlisted for an interview will be contacted**

January 2020