Monterey Office

2 weeks ago

Winnipeg, Canada The Louis Riel School DivisionLe Division Scolaire Louis Riel Full time

**REP OSTED**

**Administrative Secretary**
**BULLETIN NUMBER: 806/C/23 DATE POSTED: March 1, 2024**
**SCHOOL: MONTEREY BOARD OFFICE - School and Classroom Support Team**
**COMMENCING**: As soon as can be arranged
**COMPENSATION**:CUPE Local 4642 Clerical-Technical - Payband 5 **$28.66 to $31.55**
**HOURS**:7.0 hours per day - 11 Month Classification
**JOB SUMMARY**:
Reporting to the Director of School and Classroom Supports, this position requires the incumbent to act as the office manager
for the School and Classroom Support Team as they are required to manage, maintain, and facilitate the operations of the
department and coordinate and assign the work of the clerical staff within the office.

The individual in this position will be tasked with a range of responsibilities, covering administrative duties like word processing,
drafting correspondence, preparing for meetings, maintaining records, scheduling appointments, coordinating travel,
overseeing purchase requests, monitoring budgets, and managing student files and filing systems. Additionally, the individual
will be engaged in research, data compilation, and the preparation of reports and statistical information.

As the Administrative Secretary, this person will handle inquiries related to divisional policies, collaborate with schools and
divisional departments to support various student needs, particularly in the realm of transportation planning for students with
additional needs. The incumbent will act as a communication liaison for the department, interacting with various external
health and educational and partners. The role also encompasses diverse computer functions, including designing and
implementing databases using divisional systems, utilizing advanced spreadsheet functions for data manipulation and analysis,
and the internet to respond to or redirect requests and conduct research.

The clerical staff are often the first point of contact for members of the school community. As such, the incumbent will support
the Louis Riel School Division vision and mission by creating, maintaining, and welcoming a culture of hospitality, and sense of
belonging for all school and community members.

**RESPONSIBILITIES AND DUTIES**:

- As the Administrative Secretary, your responsibilities include:
- Office coordination.
- Interactions and communication with students, staff, parents/guardians, and school community.
- Employee record keeping.
- Student record keeping.
- Facilitate general school office functions.
- Written communication.
- Accounting and purchasing requests and payment.
- Other duties as assigned.

**QUALIFICATIONS (EDUCATION AND EXPERIENCE)**:

- Completion of a minimum 1-year diploma or certificate in administrative assistant, secretary, office administration, or

related discipline from a recognized accredited post-secondary institution is an asset.
- Three years of recent experience in a senior/head secretary or office manager role and/or equivalents combination of

related experience, training, and education may be considered.
- Knowledge of the Manitoba Appropriate Educational Programming Standards and provincial privacy legislation (PHIA &
FIPPA).
- Experience with evaluating office systems and implementing new processes and procedures.
- Ability to develop systems, protocols, and standards to organize electronic and manual files and records.
- Advanced word processing and document formatting skills
- Excellent interpersonal, verbal, and written communication skills. French and Other community language(s) is an asset.
- Basic understanding of accounting theory and procedures.
- Basic understanding of payroll and related legislation.
- Experience and ability to use MS Office Suite (Word, Excel, Outlook, Teams).
- Ability to adapt to changing technology and learn new software programs.
- Formal training in supervision skills and/or organizational behaviour is preferred.
- Ability to work effectively and collaboratively as a team member supporting school and community.
- Ability to work independently.
- Possess high degree of initiative, organizational skills, time management, and the ability to problem-solve.
- Ability to interpret difficult and sensitive situations and respond appropriately with tact and diplomacy.
- Ability to work in a school environment and address needs of students within the role.
- Efficient and accurate keyboarding skills required.
- Good understanding of the role of confidentiality and respect for privacy in a school setting.
- Previous office experience in a school setting is an asset.
- Previous experience with student information systems (SIS) preferred.

**CONDITIONS OF EMPLOYMENT**:

- Satisfactory Criminal Record Check, including Vulnerable Sector Search.
- Clear report from the Child Abuse Registry.
- Completion of Respect In School or equivalent training.
- Review and comply with Divisional policies and guidelines.
- Ongoing commitment to Divisional Professional Development in the areas of Diversity, E

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