Secondary Office Assistant

Join The Upper Canada District School Board

Creating Futures, Leading and Learning for All

We are currently accepting applications for Secondary Office Assistant. Under the supervision of the school Administrator, the Secondary Office Assistant provides a high level of service excellence while providing front line assistance and administrative support in the busy hub of the school office environment. Under the direction of the Secondary Office Administrator, this position is responsible for a variety of duties key to the school office management and communication within the school including student registration, maintaining and accurate current student files, providing reception, compiling staff and student attendance data, preparing reports and correspondence.

This position is covered under the UCDSB/CUPE collective agreement. For more information on employment information such as entitlements, pay, staffing, job protection, union security and dues information under the agreement please click here to view it on our external website.

Qualifications and Experience:

• Completion of Ontario Secondary School Diploma.

• One year college diploma in office administration or a related field.
• One year office experience is required.
• An equivalent combination of education and experience may be considered.

Skills Required:

• Ability to interact in a positive manner, using tact and diplomacy, with staff, students, parents and the public and convey information in a clear and concise manner with a focus on service excellence.
• Intermediate proficiency in office software applications.
• Ability to manage and use various spreadsheet, internet and database applications to extract information and filter data for reports.
• Ability to manage and maintain the school's web presence, social media, electronic signs, and other forms of communication.
• Ability to use email and productivity tools (e.g. creating distribution lists) for school communication.
• Demonstrated technical aptitude to learn and apply new database applications (e.g. school banking software, student information system, staff absence reporting system)
• High level of organizational and time management skills; ability to plan and prioritize work to meet deadlines and to handle a variety of tasks simultaneously.
• Basic understanding and knowledge of accounting procedures is an asset i.e. issue cheques and receipts, prepare bank deposits, maintain petty cash.
• Ability to act as a team player and understand/promote/embody school success plans and system goals.
• Superior ability to work independently and as a positive member of a team.
• Demonstrated ability to maintain confidentiality of information concerning students, staff and community agencies supporting students (e.g F&CS (Family and Children's Services), OPP)
• Ability to learn new procedures and routines to improve office efficiencies.
• Demonstrated problem solving and conflict resolution skills; handling a variety of conventional problems, questions, or situations.
• Adaptable and ability to deal with crisis and pressures in a calm, caring, professional and respectful way

Duties & Responsibilities:

• Provides administrative support to the school Administrator and administrative office departments (e.g. guidance) by preparing reports, email communications processing letters, creating newsletters, announcements, and other materials, as assigned; assists with copying and distribution, as required.
• With a focus on service excellence, provides information and responds to inquiries and requests from students, parents, staff, outside agency staff, Board staff, parent council members, and the general public via in-person, by telephone or electronically with tact and diplomacy; schedules appointments; monitors voicemail; refers to school Administrator as appropriate.
• Ensures the daily completion of Safe Arrival/Dismissal procedures is adhered to and documented in accordance with Board policy and procedures; uses the daily student attendance reporting student information system to ensure accurate record keeping and reporting.
• Upon request, utilizes various communication methods (e.g. social media, school website, newsletters, and electronic school message boards) to foster an environment of service excellence in customer service and con