Elk Island Public Schools (EIPS) is one of the largest school divisions in Alberta, serving

the educational needs of approximately 17,125 students in 43 schools. Every day, the staff

and students of EIPS are encouraged to pursue opportunities to grow and to discover their

passions in life. The Division prides itself on providing staff and students with the tools to

achieve success by offering dynamic programming, up-to-date resources and practical

professional learning opportunities.

Elk Island Public Schools is recruiting a permanent Secretary 3 - Registrar at Sherwood Heights Junior High.

Sherwood Heights Junior High serves approximately 660 students in grades 7 to 9, with 32 teaching staff and 11 support staff. The school is located in Sherwood Park, AB.

Sherwood Heights Junior High offers a safe and secure environment for students to meet their educational needs with dual track English and French Immersion programming. The school offers several interesting extracurricular and noon-hour activities.

Commencing August 21, 2023

30 hours per week (Monday to Friday, 6 hours per day)

Open to Internal and External Applicants with Priority given to permanent employees

EIPS offers a comprehensive benefit package for permanent employees

Secretaries perform a broad range of general office tasks to assist in the positive and efficient operation of the school or department. Their duties are generally under the direct supervision of the Principal/Assistant Principal.

PowerSchool/PASI

Maintain student attendance daily

Enter and update all student registration, course and demographic information

Enter course requests from students as directed by administration (junior high)

Maintain special needs coding

Validate courses listed for students

Distribute, record, file and update student timetable as directed by administration

Support development of school timetable

Verify and store marks (junior high) (Teacher Grade Book)

Maintain FOIP Information and re-classify files for same

Responsible for creating all PowerSchool reports

Assist with new student registration

Request student's records from previous school attended

Create and distribute report cards

Keep a “hard” copy of marks

Maintain and verify information for PASI (Alberta Education) submissions

Responsible for providing audit information as requested by Alberta Education

Update course fees

Communicate with administration and counsellors on any changes to student records

Work with PowerSchool user group and other secretaries to exchange information

Maintain Student Records

Maintain cumulative files for all students registered

Organize student cumulative files in compliance with FOIP regulations and Alberta Education requirements

Request and receive student cumulative files from other schools

Update files with report cards, letters and other pertinent information

Use Extranet and Edulink to verify/submit data and print reports from Alberta Education

Meet Alberta Education Reporting submission deadlines (PAT)

Document student clearance and communicate to all involved (all levels)

Payroll

Maintain payroll for classified staff and backup for certificated staff

Verify classified substitute information and verify GL codes

Contact and arrange for substitute classified staff

Liaise with Payroll Department

Ensure all classified payroll is completed in a timely manner according to EIPS payroll calendar

Atrieve - daily maintenance and verification of absences and GL codes

Secretary/Clerical

Type correspondence, letters and memos for administrators and teachers

Use of school messenger

Assist parents, students and public with general inquires

Assist in organizing school wide events

Maintain current filing system, which includes confidential student files

Perform general office duties, file and photocopy

First Aid

Distribute medication to students as authorized by their parents, prescribed by the family doctor and assigned by Administration

Supervise students in case of illness or accidents

Attend to student injuries or illnesses

Document medical action taken with student

QUALIFICATIONS

Education and Experience

High School Diploma

Supplemented by related courses

First Aid Certificate

Minimum one-year related experience in a school or office environment

Equivalencies will be considered

Demonstrated Skills and Competencies

Strong computer skills
- Word, Excel, PowerSchool

Accurate data entry skills

Knowledge of office equipment

Switchboard experience

Strong oral and written communication skills

Strong interpersonal skills

Strong prioritization, organization, multitasking, problem solving and time management skills

Strong ability to adapt and manage change with frequent interruptions

Ability to deal with sensitive and discretionary matters and maintain strict confidentiality

Personal suitability

A personal vehicle may be required to make purchases and bank deposits.