Group 5 - Intermediate Secretary - Secondary
4 weeks ago
**Reports To**:Head Secretary & Principal
**Job Summary**:
Under the direction of the Principal and the supervision of the Head Secretary to assist school public relations and communications and to perform other related duties including administering the student attendance procedures, and providing clerical and administrative support for the school administration.
**Major Duties:
**1. Administer Student Attendance Procedures
- check and file parental notes explaining their child's absence or lateness or requesting permission to leave the school early
- issue "admit to class" and "permission to leave" slips from Truancy Tracking for students who have been absent or late or for students who wish to leave the school or miss a class
- phone parents of students who are absent or late to ascertain the students' whereabouts
- check class attendance sheets for students missing classes, compile a list of unauthorized absences and give to appropriate person for action
- periodically advise parents in writing of their child's absences, lateness and/or non - attendance at class
**2. Record Daily Student Attendance
- collect daily attendance information (home form attendance sheets, admit and leave forms, phone calls, field trips, team lists, etc.)
- input attendance deviations from teachers and print list
- update this information as needed
**3. Assist School Public relations and Communications (phone and receptionist)
- present at all times a positive image and response to the public
- receive and respond to telephone callers and individuals courteously, in taking messages, in supplying information and in directing callers or visitors to the appropriate person
- provide information to and/or locate staff or students by means of the public address system
**4. Provide Clerical Support to Principal, Staff and Students
- type letters, reports, evaluations, newsletters and information to parents from school principal as well as from individual teachers
- type and photocopy for academic staff
- file attendance lists and other documents in individual teachers' mail slots
- open, scan, sort, distribute, and file Board and postal mail; collect and post outgoing mail
**5. Provide Administrative Support to Principal, Staff and Students
- call dispatch to arrange supply teacher, input absent teacher information, print confirmation ticket for supply teacher, assist the supply teacher when they arrive at the school (get work assignments from absent teacher, orient supply teacher to school and his or her classes)
- arrange on-call teacher to fill in for absent teacher when a supply teacher cannot be obtained and advise the on call teacher of teaching assignments and classes
**6. Assist Students
- administer preliminary first aid to injured students
- request homework from teachers for absent students
- general administrative tasks such as selling locks, distributing and collecting driver education forms, lost and found, etc.
**7. Provide Assistance to the School Secretarial Team as needed or as directed**
**8. Perform such Other Duties as may be assigned by the Principal and/or the Head Secretary**
**Equipment Used**:
Office equipment such as computer/printer, electric typewriter, photocopier, telephone, public address system, duplicating equipment
**Qualifications**:
1. Secondary school diploma with an emphasis in job related areas of study and up to six months of related employment experience; or an equivalent combination of formal education and related employment experience
2. Proficiency in word processing and computer keyboarding skills
3. Ability to relate effectively to staff, students and public.
Please note: This is a 35 hour per week permanent 10 month position.
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