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School Secretary

3 months ago

North Saanich, Canada Saanich Schools (School District #63) Full time

Current Shift:

Monday - 7:45AM to 3:15PM

Tuesday to Friday - 8:00AM to 3:30PM

(Includes 1/2 hour unpaid lunch)

10 months per year while regular classes are in session

Pay Rate:
$27.92

JOB DESCRIPTION

POSITION
School Secretary

SUMMARY
Under direction of the School Administrator, performs secretarial and accounting duties and manages office operations in the school.

DUTIES

  • Communication_
  • Establishes and maintains effective and efficient communication networks within and between schools, the Board Office, parents, community and government agencies
  • Maintains the confidentiality of all student/parent/employee discussions and correspondence
  • Problem solves routine parent/student and employee issues as they arise and consults with administration
  • Registers and welcomes new students and families to the school including requesting records from previous schools
  • Withdraws and completes discharge process for departing students including forwarding of records and filling out of Permanent Record Cards
  • Makes announcements to staff, students and parents using the PA system
  • Provides information related to school and school district procedures, policies and guidelines related to student activities.
  • Liaises with VIHA staff and ensures students with medical alerts and related correspondence (e.g. Anaphylaxis/Diabetes Action Plans) is up to date and lists are published
  • Liaises with VIHA staff to coordinate and organize student immunizations
  • Reviews/consolidates and monitors chronic and critical health care information with the Public Health Nurse and communicates as appropriate with school staff and/or parents
  • Answers, screens and refers inquiries and when necessary seeks and confirms resolution
  • Maintains communication with outside agencies on a variety of issues (some extremely sensitive)


 Office Operations
  • General_
  • Oversees and supervises overall office operations for all staff in the office
  • Monitors compliance at the worksite of student custodial issues and restraining orders
  • Provides assistance and support to other members of staff
  • Provides recommendations on office administration and school policies and procedures
  • Trains, supervises and provides orientation to employees, volunteers and students
  • Maintains log of classroom key distribution and school access swipe cards for staff
  • Maintains log of incoming and outgoing students and their respective classes
  • Maintains field trip logs including costs associated with field trips
  • Arranges appointments, meetings, prepares and circulates agendas, records minutes, coordinates office calendar for school events, maintains calendar for the Administrator
  • Schedules parentteacher interviews
  • Dispenses authorized medication and administers emergency first aid to students
  • Coordinates and maintains the yearly school inventory
  • Collaborates and works cooperatively with PAC on matters related to fundraising
  • Generates work orders for maintenance staff
  • Coordinates the use and completion of WSBC and other SD63 OHS related forms for students and staff
  • Ensures vacant positions are temporarily filled as needed
  • Participates as a member of the Critical Incident Response Team
  • Produces and distributes school newsletters


 Office Operations
  • Accounting_
  • Monitors school budget and account information for public and nonpublic funds
  • Monitors and reconciles MasterCard accounts for the school
  • Prepares and deposits funds, forwards information to the Board Office
  • Coordinates the purchase and maintenance of equipment, software, hardware and supplies
  • Maintains and controls a petty cash fund


 Office Operations
  • Staff_
  • Oversees the school attendance records
  • Reviews staff absence entries for accuracy prior to authorizing at week's end
  • Enters and documents employee changes (absences, new hires, assignment changes)
  • Troubleshoots initial payroll issues/questions for employees at the school


 Office Operations
  • Technical_
  • Maintains and updates student data for Ministry reporting/funding requirements
  • Liaises with District Placement Office regarding student enrolment numbers
  • Coordinates and administers information and statistics on students and programs, compiles and updates students' files, maintains students' tracking information (including international students)
  • Prepares complex documents, reports and confidential correspondence and composes documents as needed
  • Supports and assists staff in the use of office software including word processing, spreadsheet, desktop publishing and schoolbased student information systems
  • Provides inservice, troubleshoots problems and arranges for repair on office equipment
  • Updates school website and oversees school website, ensuring all information is current and accurate
  • Performs other assigned duties that are within the area of knowledge and skills required by|
the job description._

QUALIFICATIONS

  • Grade 1
  • Certificate in Office Administ