S-23-280 School Secretary Waterloo

1 month ago

Magog, Canada Eastern Townships School Board Full time

for the following position

**SCHOOL OR CENTRE SECRETARY**
**Waterloo Elementary School
**NATURE OF THE WORK**
In addition to the duties defined in the class of employment of secretary, the principal and customary work of an
employee in this class of employment consists in ensuring, as instructed or in conjunction with others, the smooth
operation of the school or centre by assuming the responsibility and coordination of the administrative tasks of
school or adult education or vocational training centre secretaries.

**CHARACTERISTIC FUNCTIONS**
As instructed or in conjunction with others, the employee plans and organizes secretarial work so that the school or
centre complies with the various administrative obligations associated with the school board, the ministries and
various organizations and meets the deadlines of the operations and the various school or centre activities; he or
she carries out the follow-up and the appropriate reminders; takes note of the administrative procedures related to
his or her tasks so that he or she may comply thereto and, if necessary, inform the persons concerned about them.

As instructed and within the limits of his or her duties, the employee responds to requests and complaints and tries
to resolve problems within his or her competence; in the absence of the administration and as instructed, the
employee provides information on the decisions and directives normally applicable to the problems reported to him
or her.

He or she compiles the necessary information for the preparation of the budget, participates in preparing it, monitors
it and prepares reports on the budget balances; keeps the accounting books of the school or centre and of
extracurricular activities, pays invoices and other accounts and makes bank deposits; signs cheques jointly,
reconciles accounts, keeps a petty cash and collects funds raised during fundraising events.

He or she compiles requests for material from school or centre staff, carries out the necessary calculations, verifies
budget allocations and prices with suppliers; purchases goods or fills out purchase orders as well as receives and
distributes goods according to the policy in effect.

He or she keeps a school supply store. He or she draws up the physical inventory of the school’s or centre’s
immovables and of library books. As regards the repair of material and equipment, he or she requests the
appropriate services and ensures that the necessary repairs are made.

As instructed, the employee prepares the list of persons available for teacher substitution and, as requested,
ensures that absent employees are replaced.
He or she is responsible for keeping registers and files concerning, among others, student registration and
placement, staff and student absences, temporary staff payroll, school exams, report cards, declaration of student
enrolment and student transportation; verifies the necessary data, enters it, produces and forwards reports; fills out
forms.

He or she responds to students’ needs: conveys, in unusual circumstances, specific and pertinent messages to
students, parents and school or centre staff and, if necessary, reminds those concerned; according to the policy in
effect and within his or her competence, the employee takes the appropriate measures in emergency situations;
may be required to supervise students in exceptional circumstances and for short periods; if necessary; administers
first aid; completes the reports required.

He or she may be required to carry out the loan of books and oversee the loan of audiovisual equipment and carry
out administrative tasks related to the loan and rental of rooms, participates in organizing the materials for
educational activities, such as transportation reservations.

**S-23-280**

**2024-01-24**

He or she responds to information requests on the follow-up of files and meetings, policies, regulations or other
documentation; handles the mail as well as finds, gathers and compiles pertinent information; within the limits of his
or her duties, the employee prepares a draft response, forwards it to the person concerned and ensures the follow
- up; prepares a summary of complicated problems and issues before forwarding them to the person concerned.

The employee organizes meetings, convenes participants and prepares the necessary files; he or she prepares, as
minutes or reports.

He or she drafts memorandums or bulletins from brief notes; takes part in setting up a filing system; archives school
or centre documents according to the policy in effect.

He or she uses a computer and the necessary software to perform his or her duties related to word processing,
database entry, spreadsheets and in-house programs; carries out research on the Internet and follows up on
electronic mail messages. He or she may be required to help, on occasion, colleagues with the common software
and programs used.

He or she may be required to train new school or centre secretaries and to coordinate the

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