Supply Secretary

SUPPLY SECRETARY

Who are we?

At PVNC Catholic, more than 2,300 dedicated staff work together to develop the intellectual, spiritual, mental, physical and emotional well-being of more than 14,700 students in 30 elementary and 6 secondary schools.

As an employee of the PVNC Catholic District School Board, you join a community dedicated to excellence in Catholic Education. We offer inclusive working and learning spaces in communities where you can live, work and thrive. Bowmanville, Courtice, Newcastle, Cobourg, Grafton, Campbellford, Peterborough and Lindsay are just some of the vibrant, diverse communities we serve.

Being Creative, Being Well, Being Community - these are the three priorities that form the core of everything we do at PVNCCDSB. We invite you to bring your creativity, your spark and your passion for education to our school communities. We also value the voice of all our employees and believe that everyone plays an important and unique role in contributing to diversity of thought and experience in our Board.

What you’ll be doing:
Our secretaries are the heart of our schools They are a trusted, friendly face in the office who assist all staff, students and visitors. As a Supply Secretary, your job will be to ensure that the school experiences continued support and smooth operation in the absence of their regular school secretary. In this role, you’ll enjoy flexibility and ownership over your own weekly schedule. This means that you determine which days of the week you are available to work, and you choose the geographic regions where you would like to work as well (Clarington, City of Kawartha Lakes, Northumberland & Peterborough City and County). All this flexibility promotes a healthy work/life balance. Additionally, our Supply Secretaries earn competitive wages ($26.43-$27.15/per hour), have the opportunity to contribute to an OMERS pension, and also have access to long-term occasional assignments (LTOs). It’s a rewarding position where you are always utilizing those keen organizational skills, you are constantly learning, problem-solving, and working with others in our buzzing, thriving schools. A more fulsome overview of the job responsibilities is below.

Job Function:
Provide all required secretarial services to the school through the preparation, organization, and distribution of documents, correspondence and reports. Respond to inquiries; maintain files and records; process purchase orders, mail and courier materials.

**Job Description**:
Perform the following duties:
1. Answer telephone and counter inquiries; relay messages, screen incoming calls; place telephone calls.

2. Greet and assist visitors such as officials, substitute and resource personnel, public.

3. Schedule and/or arrange appointments, meetings, facilities, conferences and execute follow-up procedures as required.

4. Prepare, distribute, track and/or type correspondence, reports, spreadsheets, documents. This may include materials of a confidential nature such as staff evaluations.

5. (Implement and) maintain the Board’s record management system.

6. Maintain office and student records, i.e.; O.S.R.’s.

7. Receive, verify, record and report information pertaining to student attendance, health, safe school.

8. Process mail and courier materials and distribute Board.

9. Process student admissions, transfers, retirements and timetable revisions.

11. Process purchase orders.

12. Arrange timetables of substitute teachers and resource personnel and assign regular teacher “on-calls” where applicable.

13. Receive, verify, distribute and/or assist with the storage of school supplies and equipment, and execute follow-up procedures.

14. Duplicate, collate and assemble materials.

15. Maintain petty cash float and records from fund collections, i.e., locker rentals, graduation ceremonies, etc.

16. Assist the Principal with school banking procedures as directed; which may include collection, deposit preparation and reconciliation of monies for tips, performances, etc.

17. Assist with the organization, co-ordination and arrangements for student transportation.

18. Instruct personnel in the operation of office equipment.

19. Assist with the arrangements for service and/or repair of office, audio-visual equipment and computers where applicable.

20. Assist with, and/or complete as required, medical logs as per Board policies 370.01 and 368.

What you’ll bring to this position:
1. Requires O.S.S.D., plus one year of Office Administration, Secretarial/Business or equivalent.

3. Requires knowledge of pertinent Government legislation and Ministry and Board policies, directives, regulations and procedures.

4. Requires operating various office equipment (i.e. photocopier, calculator, public address system, etc.)

5. Requires a high level of oral and written communication skills; the ability to perform the clerical duties required at the school; the ability to multitask and prioritize.

6. Requires communic