Administrative Secretary E, Schools

4 months ago

Calgary, Canada Calgary Board of Education Full time

**Mission**:
**Competition Info**:
Calendar: 10 Month Traditional

**Salary**: Staff Association, Grade E, $26.51 - $34.62/hour

FTE: 1.0, 35 hours per week

**Additional Information**:
**Position Description**:
**Responsibilities**

Administrative Support:

- Ensures provision of reception service to telephone and counter callers, relays messages, and makes appointments and supplies factual information, including basic school policy and procedures. Maintains inventories and distributes requisitions for supplies and services. Distributes office supplies.
- Schedules conference and meeting rooms. As required, may assist with bookings, arranges transportation, processes release forms, permission slips, and notices according to established procedures for field trips.
- Maintaining office files, wall charts, bulletin boards, etc. Responsible for the production of school newsletters, and teacher/ student handbooks/agendas.

Office Management:

- Oversees other administrative support staff. May assist in the selection of other secretarial and/or clerical staff within the school. Arranges their training and monitors production and proficiency. Serves as a resource to staff in the school in procedures and methodology. May provide input for the preparation of performance evaluations. Coordinates work schedules to ensure coverage of the office as required.
- In conjunction with the Principal, coordinates the assignment of work within the office. Analyzes workload and workflow and recommends changes to balance workload. Assigns work to office staff and ensures provision of administrative support to the administration team as time permits.

Records Management:

- Processes and verifies school staff absentee and vacation records for the school according to established procedures. Prepares reports and summaries as requested by the Principal. Completes work relating to the student information system.
- Assigns duties applicable to the recording and processing of attendance information, and the telephoning of parents to verify attendance. Assists in maintaining accurate school enrolment records by processing changes to personal data, class lists, and additions and deletions to the school. Compiles reports and summaries as necessary.
- Ensuring data relating to the Student Information System (SIS) is accurately entered.
- Assigns duties applicable to the documentation and maintenance of school and student files. Ensures processing of student records. Requisitions cumulative records. Records promotion information, student registration, etc. and files test results, and reports dealing with social and personal problems. Forwards cumulative record folders as required.
- As required, coordinates the processing and preparation of electronic report cards. May involve the distribution, collection, and verification of mark-gathering documents and the coordination of processes for preparation of report cards.

Bookkeeping - in the absence of a Bookkeeper or Business Manager:

- Maintains accurate and up-to-date financial records and assists in the preparation of the budget;
- Performs bank reconciliations in a timely manner and records deposits in appropriate general ledger accounts;
- Monitors bank account levels and makes recommendations concerning school investments;
- Maintains control of petty cash funds, disburses cash and issues cheques in payment of expenditures;
- Responsible for the collection of accounts and NSF cheques;
- Oversees the assignment of locks and lockers and the inventory of Purchase Cards;
- Prepares purchase requisitions and disbursement vouchers for supplies, equipment and services,
- Maintaining files of requisitions and purchase orders;
- Prepares directive to invoice for services related to projects and memoranda of understanding and student accounts;
- Remains current with respect to CBE administrative regulations and practices as they pertain to finances and purchasing, advising school administration, as appropriate.

Performing Other Duties as Assigned:

- Assists in preparation for school opening and closing. Ensures the completion of class lists, processes promotion information, etc.
- Arranges maintenance and service of photocopier and other office equipment as necessary.
- Receives and registers substitute teachers advising of school procedures and issuing lesson plans as necessary. May maintain lists of substitutes for the school. Issues lesson plans and emergency response information. May arrange class coverage due to substitute teacher or support staff shortages/ lates.
- Processing fan-out messages to feeder schools and following crisis procedures.
- Responsible for and may delegate requisitioning school bus passes and their distribution. Prepares summaries and reports as required.
- May be responsible for the school vault and assignment of keys to staff. Serves as member of school emergency response team. Responds to emergencies and may be responsible for the performance of minor first aid du

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