Secretary Iii

Elk Island Public Schools (EIPS) is one of the largest school divisions in Alberta, serving
the educational needs of approximately 17,125 students in 43 schools. Every day, the staff
and students of EIPS are encouraged to pursue opportunities to grow and to discover their
passions in life. The Division prides itself on providing staff and students with the tools to
achieve success by offering dynamic programming, up-to-date resources and practical
professional learning opportunities.

Elk Island Public Schools is recruiting a permanent Secretary - Registrar at Sherwood Heights Junior High.

Sherwood Heights Junior High serves approximately 660 students in grades 7 to 9, with 32 teaching staff and 11 support staff.

The school is located in Sherwood Park, AB.

Sherwood Heights Junior High offers a safe and secure environment for students to meet their educational needs with dual track English and French Immersion programming.

The school offers several interesting extracurricular and noon-hour activities.

-
Commencing August 21, 2023:

-
30 hours per week (Monday to Friday, 6 hours per day)*:

• 
  Open to Internal and External Applicants with Priority given to permanent employees*:

-
EIPS offers a comprehensive benefit package for permanent employees

Secretaries perform a broad range of general office tasks to assist in the positive and efficient operation of the school or department.

Their duties are generally under the direct supervision of the Principal/Assistant Principal.

PowerSchool/PASI

• Maintain student attendance daily
• Enter and update all student registration, course and demographic information
• Enter course requests from students as directed by administration (junior high)
• Maintain special needs coding
• Validate courses listed for students
• Distribute, record, file and update student timetable as directed by administration
• Support development of school timetable
• Verify and store marks (junior high) (Teacher Grade Book)
• Maintain FOIP Information and reclassify files for same
• Responsible for creating all PowerSchool reports
• Assist with new student registration
• Request student's records from previous school attended
• Create and distribute report cards
• Keep a "hard" copy of marks
• Maintain and verify information for PASI (Alberta Education) submissions
• Responsible for providing audit information as requested by Alberta Education
• Update course fees
• Communicate with administration and counsellors on any changes to student records
• Work with PowerSchool user group and other secretaries to exchange information

Maintain Student Records

• Maintain cumulative files for all students registered
• Organize student cumulative files in compliance with FOIP regulations and Alberta Education requirements
• Request and receive student cumulative files from other schools
• Update files with report cards, letters and other pertinent information
• Use Extranet and Edulink to verify/submit data and print reports from Alberta Education
• Meet Alberta Education Reporting submission deadlines (PAT)
• Document student clearance and communicate to all involved (all levels)

Payroll

• Maintain payroll for classified staff and backup for certificated staff
• Verify classified substitute information and verify GL codes
• Contact and arrange for substitute classified staff
• Liaise with Payroll Department
• Ensure all classified payroll is completed in a timely manner according to EIPS payroll calendar
• Atrieve daily maintenance and verification of absences and GL codes

Secretary/Clerical

• Type correspondence, letters and memos for administrators and teachers
• Use of school messenger
• Assist parents, students and public with general inquires
• Assist in organizing school wide events
• Maintain current filing system, which includes confidential student files
• Perform general office duties, file and photocopy

First Aid

• Distribute medication to students as authorized by their parents, prescribed by the family doctor and assigned by Administration
• Supervise students in case of illness or accidents
• Attend to student injuries or illnesses
• Document medical action taken with student

QUALIFICATIONS

Education and Experience

• High School Diploma
• Supplemented by related courses
• First Aid Certificate
• Minimum oneyear related experience in a school or office environment
• Equivalencies will be considered

Demonstrated Skills and Competencies

• Strong computer skills
• Word, Excel, PowerSchool
• Accurate data entry skills
• Knowledge of office equipment
• Switchboard experience
• Strong oral and written communication skills
• Strong interpersonal skills
• Strong prioritization, organization, multitasking, problem solving and time management skills
• Strong ability to adapt and manage change with frequent interruptions
• Ability to deal with sensitive and discretionary matters and maintain strict confidentiality
• Personal suita

---