POSITION NOTES: 35 hours per week

10 Month Position

TITLE: Secretary                  

DEPARTMENT: Schools Department/Learning Innovations

REPORTS TO: Directors, Assistant Superintendents or District Principals      

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SUMMARY:

With minimal direction, the Secretary provides administrative support, secretarial, data entry, record keeping, reception duties and assists with the District Awards Program and Learning Innovations Department.  He/she works cooperatively with other employees, students, parents and the public.  This position works directly with lead teachers and principals in support of district projects and initiatives.

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DUTIES:

• Assists the administrative team by providing relief of routine administrative tasks including maintaining office procedures, organizing online and group schedules and calendars, organizing preparing agendas and materials for department, Board and committee meetings, scheduling appointments and making arrangements for travel and special events
• Creates flowcharts reflecting roles, responsibility, and processes, in support of district projects and initiatives
• Communicates with Ministry departments to support school district responsibilities
• Supports and organizes PDReg – communication, scheduling and supporting the Learning Innovations Department and district and non-district presenters
• Works with the staff of the Learning Innovations Department providing support, including typing, telephone, purchase orders and surveys
• Inputs information from a variety of source documents utilizing various computer programs
• Supports the design, access, organization and maintenance of Microsoft 365 SharePoint and Teams in support of student learning
• Assists with the development and design of brochures, pamphlets, lesson aides, advertisements, newsletters, posters, signs, forms, invitations etc.  Examples: scholarship ad, District Awards booklet, events brochure and registration forms
• Creates Excel spreadsheets to support district projects and initiatives, including budget projections, shared costs and release of teacher time
• Performs functions for SDS department accounts
• Monitors department expenditures and budgetary records (eg. LTIG, Mentorship, summer projects)
• Correlates and organizes the supplementary pay process for Learning Innovation Department projects and initiatives
• Types, proofs and processes a variety of materials such as confidential reports, correspondence, memoranda, reports, agendas, timesheets, booklets, purchase requisitions, work orders, lists and confidential documents
• Assists in the planning of school, district and provincial events, includes: correspondence, online communication, including promoting events
• Enters workshop information, equipment rental, meal planning and ordering, updating registration information in various databases
• Assists and supports the design, preparation and process for District Assessment
• Maintains the administrative filing system in support of the Learning Innovations Department (CAO Drive, 365 Microsoft SharePoint)
• Screens calls: relays messages and provides information and assistance to parents, public and District Staff by telephone or in person
• Composes routine correspondence and memoranda and regular updates to the Learning Innovation Hub and District websites
• Assists with the compilation of statistical data for such things as budget, Board and departmental reports
• Duplicates, sorts, collates and staples materials
• Records and collates information from meetings for internal and external department distribution.
• Opens, screens and distributes incoming mail
• Performs other clerical or emergent duties

REQUIRED KNOWLEDGE, ABILITY, SKILLS:

• Grade 12 diploma or equivalent
• One year post secondary secretarial school training (30 credits) or equivalent
• Five years of specific experience or six years of general office experience
• Intermediate level coursework of Office Suite (Word, Excel)
• Intermediate level accounting equivalent to CNC COM204
• Keyboarding skills of 60 wpm
• Intermediate knowledge of database and spreadsheet computer functions.
• Knowledge of Business English, punctuation, spelling and Business Math.
• Knowledge of office practices and procedures
• Ability to manage multiple projects with frequent disruptions and to meet deadlines
• Ability to prioritize work based on immediate needs ( plan, schedule work and organize the workload effectively)
• Ability to perform individually and as part of a team
• Ability to use courtesy and tact in the explanation of and discussion of information in contacts with public, parents, staff and students
• Ability to maintain confidentiality
• Ability to effectively communicate both verbally and in writing

 TOOLS AND EQUIPMENT USED:

Computer, photocopier, telephone, facsimile machine, paper shredder, 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

                                                                                                                       January 2021