Secretary Ii

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 II - Attendance 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 24, 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 or Supervisor.

KEY DUTIES & RESPONSIBILITIES

Secretary/Clerical
- Responsible for telephone switchboard and direct calls to appropriate department
- Record and relay telephone messages to staff and students
- Welcome and assist visitors to the school office
- Distribute mail and courier material to mailboxes
- Provide assistance to staff members with office equipment problems
- Communication through Synervoice
- Type correspondence, letters and memos for administrators and teachers
- Maintain current filing system, which includes confidential student files, field trip forms, accident reports and information for staff etc.
- Take minutes at the staff meetings, type and distribute to staff
- Perform general office duties, file and photocopy

PowerSchool/PASI
- Maintain student attendance daily, record student absence, appointments and late messages from parents
- Call parents if school has not been contacted regarding student’s absence as directed by Administration
- Update basic student demographic information
- Maintain student cumulative files
- May be responsible for creating basic reports
- Maintain and verify information for PASI submissions
- Monitor changes and implications to funding
- Responsible for providing audit information as requested by Alberta Education
- Meet Alberta Education Reporting submission deadlines
- Submit class size information report
- Register new students

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

EDUCATION AND EXPERIENCE

Education
- High School diploma, supplemented by related courses

Experience
- Minimum of one (1) year related experience in a school or office environment.

Equivalencies will be considered.

KNOWLEDGE, SKILLS AND ATTITUDES
- Accurate data entry skills
- Good oral and written communication skills
- Switchboard experience
- Good interpersonal skills
- Good organizational and time management skills
- Good prioritization, organization, multitasking, problem solving and time management skills
- Ability to work independently
- Strong ability to adapt and manage change with frequent interruptions
- Ability to deal with sensitive and discretionary matters and maintain strict confidentiality
- Personal suitability