Secondary Guidance Secretary

2 weeks ago

Guelph, Canada Wellington Catholic District School Board Full time

Job Posting 24-031

100% SECONDARY GUIDANCE SECRETARY - 12 MONTH

Bishop Macdonell Catholic Secondary School, Guelph

35 hours per week between the hours of 8:00 a.m. and 4:30 p.m.

(Scheduled by Supervisor)

**Effective**: asap

**Band 4**: $46,446.40 - 54,035.80/yr

**RESPONSIBILITIES AND DUTIES**:
Provide administrative support such as filing, document retention, word processing, department mail, and scheduling of student interviews with Guidance Counsellors and Community personnel.

Prepare registration packages; process registration inquiries; register, admit and withdraw courses.

Answer phone queries and respond to general inquiries/requests from students, parents, staff, and external contacts.

Be knowledgeable of the entire operation of the Guidance Office, including School Board procedures, policies and regulations, and Ministry directives.

Assist in the preparation of information packages and communication with family of schools for Grade 8 registrations, (i.e., Orientation Day, Parent Information Night, Transfer of Information, course option cards)

Assist with the organization of school events (i.e., Graduation, Awards)

Issue Ministry diplomas and Ontario Scholars under the direction of the Guidance Head and Principal.

Maintain OSR’s in accordance with Board and Ministry Guideline; filing data/reports/test results in OSR’s, as well as requesting, receiving, and filing OSR’s for new registrations in addition to transferring OSR’s upon request or removing from active files and placing in historical files.

Prepare transcripts for past and present students upon request.

Ensure that all data is accurate and current in PowerSchool, (i.e., demographic data, course selection data, summer school and night school courses and marks, transcripts, updating student records), and that all OSR destinations are entered into PowerSchool, community hours of service.

Provide administrative support to Special Education Resource Teachers for maintaining and distributing IEP and IPRC records.

Generate reports as required for information and/or signature of Principal, including enrolment registers, cross boundary lists, honor roll lists, eligibility lists, as well as monthly and annual data for Board and Ministry reporting requirements.

Entry of option cards; preparation and distribution of scheduling/timetables/homeroom information.

Perform other office duties as assigned by the Principal, Vice Principal, Guidance staff, and Head Secretary.

**REQUIRED QUALIFICATIONS AND EXPERIENCE**:
Must have at least 1 (one) year of previous related experience.

Demonstrated excellent interpersonal and communication skills, both written and verbal, with parents, students, and external contacts.

Excellent word processing/typing skills with accuracy of data entry.

Strong organizational, time management and prioritization skills

Demonstrated ability to work independently as well as part of a professional team, liaising with a variety of stakeholders.

Sound judgment, excellent analytical and problem-solving skills, tact, and diplomacy.

ONSIS reporting, validation, and verification.

Provide administrative support to Student Success Teacher for entering credit recovery and other credits, copying reports, mailing home reports, and filing reports.

Printing, reprinting, and copying of report cards, potential failures for promotion meeting; file final copy with applicable IEP.

Data entry, copying, mailing, and filing (e.g., for EQAO results).

OUAC/OCAS submission.

Generate ad-hoc reports of student data through PowerSchool as requested to support Student Success, ESL, SHSM, and other programs.

Maintain strict confidentiality of students and staff.

Must possess a Secondary School Diploma and some Community College courses in Office Administration including computer courses.

Experience with related computer programs in Microsoft Office, Internal Board Programs including student information systems (PowerSchool), Smart Find Express, Microsoft Outlook and SDS.

Ability to divert attention from one task to another in order to meet deadlines.

**POSTING DATE**: TUESDAY February 27, 2024

**CLOSING DATE**: MONDAY March 4, 2024 at 4:30pm

In accordance with the Municipal Freedom of Information and Protection of Privacy Act, personal information is being collected under the authority of the Education Act and will be used for employee recruitment and selection purposes.

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