Secretary Iii

As a Head Secretary in The Parkland School Division, you will be part of enacting our vision, mission and foundational statements.

Vision

Our students possess the confidence, resilience, insight and skills required to thrive in and positively impact the world.

Mission

We assure supportive learning environments, meaningful experiences and healthy relationships that create opportunities to develop resilience, to gain diversity in perspectives and to achieve enduring success.

The Parkland School Division has a Temporary Full-time (1.0 FTE) Head Secretary position available at Millgrove School, in Spruce Grove, Alberta. There is a possibility of extension into the 2024-2025 school year. This position is not eligible for benefits or leave entitlements.

Function and Purpose of Position

Head secretary's are ambassadors of the school’s front office with an expert level of business knowledge and administrative skills. Head secretary's support the management of the school’s front office to ensure tasks are completed in a timely manner. Effective interpersonal skills are essential to deal with a variety of situations that arise in a school setting. A team player approach to all situations is essential with friendly and flexible characteristics are a must

Head Secretary’s may:

- Work under the direction of the Principal and/or designate
- Work independently and collaboratively as part of a team
- Must enjoy working with students, families and the general public

Administration and Instructional Support

Provide business coordination, maintain and update financial records (accounts payable/receivable, budget, capital inventory, etc), and secretarial support to school administration including processing correspondence, reports and other documents.

Processing and recording cash transactions and transactions from school petty cash account.

Reconciling school accounts.

Generating invoices or overdue notices as necessary.

Producing financial information reports as required.

Making or overseeing bank deposits for the school.

Processing purchase orders.

Arranging for direct purchasing of supplies and service.

Dealing with vendors on behalf of the school, in arranging for goods or services, problem solving and negotiating special services, etc.

Maintaining inventory of supplies and arranging for replacement as necessary.

Reconciling office Visa purchase statements.

Coordinating staff reconciliation of Visa purchases.

Excellent computer and technical skills for the preparation of correspondence, report cards, budget documentation, education plan, month ends, and other documentation supporting the operational needs of the school.

Provide a range of reception, telephone system, secretarial and clerical support to the school site staff, including inquiries from parents and community members.

Oversee the administration of student records and serve as school business coordinator.

Distributes information and oversees the maintenance of administrative filing systems

Ability to follow process and instructions to complete assigned tasks in a timely manner.

Assist with, coordinate or make arrangements for special programs, projects and events.

Assigns school keys as necessary

Ability to support and assist Secretary's I / II in the following duties as needed:
Recording and updating information such as student demographics, attendance and general student portfolio data.

Generating periodic and ad hoc reports.

Generating invoices for school fees.

Downloading information to the Division Office for onward transmission to the Alberta Government.

Registering new students and obtaining information from schools from which students have transferred.

Closing registrations for students who transfer out of the school.

Maintaining of cumulative records.

Supervises Support Staff in the School Office

Provide training, advise, guidance and direction to support staff.

Monitor staff performance.

Oversee overall work output in relation to quality and timeliness.

Arranging for replacement or additional staff as necessary.

Assist with recruitment of new support staff.

Assist in the appraisal activities of staff being supervised.

Student Assistance and Personal Care

Provide support, assistance and supervision to students including but are not limited to contacting parents if needed, dispensing medication, monitor students’ condition, etc.

Communication and Reporting

Maintain teacher and support absences/substitutes and casual records.

Serve in a liaison capacity with administrative staff in other schools and in the Centre for Education.

Supervise Students

Provide support, assistance and supervision to students as needed.

Make arrangements for and organizes bussing for field trips.

Contact parents, guardians, school administrators as necessary.

Additional Duties

Liaison with Account and Purchasing staff at Division Office

Arrange for necessary custodial and security services for events

Liaison with Di