Secretary Iv

Elk Island Public Schools (EIPS) is one of the largest school divisions in Alberta, serving the educational needs of approximately 17,500 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.

EIPS is recruiting a permanent full-time Secretary IV at Heritage Hills Elementary.

Heritage Hills Elementary serves approximately 490 students in kindergarten the Grade 6, with 24 teaching staff and eight support staff. The school is located in Sherwood Park, AB. Heritage Hills Elementary is a dual-track school offering programming in English and French Immersion. The school strives to help every child be a successful, self-motivated learner in a safe and caring school environment. The goal is to empower students to be lifelong learners in a changing world.

Commencing May 12, 2023

35 hours per week (Monday to Friday, 7 hours per day ), assignment includes 1 hour per day Noon Supervision

EIPS offers a comprehensive benefits package

Open to internal and external applicants

Key Duties/Responsibilities

Reporting to the Principal, this position is responsible for the reporting and monitoring of all financial dimensions of the school operating under the policies and procedures of Elk Island Public School District. A Secretary IV would have the responsibility in these areas: School Generated Funds, monthly budget monitoring, purchasing, as well as a host of other responsibilities, examples of which are listed below.

Financial

Assist Principal in administering and monitoring budget and financial transactions

Liaise with Financial Services

Assist Principal in drafting the yearly budget

Collect and verify funds from various sources - school fees, special events, etc.

Maintain accurate and up-to-date computerized, financial records

Produce a monthly budget and SGF reports for approval

Monitor non-core school generated funds with appropriate staff throughout the year

Verify and process accounts payable

Manage monthly journal entries, accounts payable, accounts receivables

Receive, prepare and verify all bank deposits

Calculate, verify and compile GST quarterly reports and submit

Monitor collection of school fees and send to collections as per procedure

Per policy, define fees, assess students, and invoice parents for yearly school fees in consultation with appropriate staff members

Collect, code, review and approve monthly p-card transactions

Assist Principal in preparing financial projections

Purchasing

Initiate and purchase equipment, furniture, and textbooks

Purchase material requested by staff as approved by administration

Receive and inventory supplies upon arrival

Verify that requested expenditures fall within budget allocation

Payroll

Verify all certificated/classified substitute information and verify GL codes

Liaise with Payroll Department

Ensure all classified/certificated payroll is completed on time according to the EIPS payroll calendar

Atrieve - daily maintenance and verification of absences and GL codes

PowerSchool

Maintain student attendance daily, record student absence, appointments, and late messages from parents

Call parents if the school has not been contacted regarding student’s absence as directed by Administration

Update basic student demographic information

May be responsible for creating basic reports

Reception/Secretarial Support

Communication through Synervoice

Answer phones, direct calls, and messages

Greet and direct visitors, parents, and students

Receive and distribute incoming/outgoing mail or courier material

Operate intercom system for messages

Assist students, parents, public, and staff with general inquiries

Assist staff members with computers, fax machines and photocopier (ongoing)

Type confidential correspondence, reports, letters, fee sheets, and update handbooks

Provide first aid to students as needed

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 the student

**Qualifications**:
Education and Experience

High School Diploma

Supplemented by a related one-year program

Equivalent combinations of directly related post-secondary education and experience may be considered

Minimum of one to three years of related experience in a school or office environment

Demonstrated Skills and Competencies

Familiarity with the atrieveERP system and PowerSchool

Strong oral and written communication skills

Strong interpersonal skills

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

Ability to w