Administrative Secretary e Schools

4 weeks ago

Calgary, Canada Calgary Board of Education Full time

**Mission**:
**Support Staff Temporary Roster**:
CBE Human Resources manages a roster of contingent casual on-call workers who are engaged to temporarily replace staff absences and to work on short-term projects. Work assignments may be scheduled in advance or the morning of the assignment. Roster staff enjoys the flexibility of working in schools and departments full-time or part-time with a minimum commitment of two days availability per week. If you are looking to work casually or if you would like to gain experience to move into a regular position, the Support Staff Temporary Roster maybe the opportunity you are looking for.

We are looking for reliable, self-motivated people to join our temporary roster team as on-call Administrative Secretary E, Schools to provide confidential administrative, secretarial and office management support, often in an independent manner, to assigned school. This position is accountable for providing effective and accurate support services to ensure the efficient workflow and operation of the school as well as for providing and disseminating accurate information regarding school decisions, procedures, practices and policies.

We are looking for committed people who have completed a post-secondary diploma in a recognized administrative assistant program (i.e. Administrative Information Management Diploma or equivalent) and have three to five years related administrative support experience in an office environment and have experience with standard accounting software programs such as “Quick Books” or “AccPac” or bookkeeping accounting courses. An equivalent combination of directly related post-secondary education and directly related experience may be considered.

By joining the CBE as a temporary Administrative Secretary E Schools you will enjoy:
A great work environment with an organization that makes a difference in the lives of students every day;
- A great work environment with an organization that makes a difference in the lives of students every day;
- $26.51 (Grade E) per hour to start plus 6% vacation pay;
- Opportunities to advance your career.

**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 reco

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