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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
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