Secretary Ii

As a Secretary II 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 currently has a Temporary Full-time Secretary II position available at Graminia School in Spruce Grove, Alberta. Will need experience in Powerschool and student attendance, student records and reception duties. Please note: This position is not eligible for benefits or leave entitlements.

Function and Purpose of Position

Secretary II’s are the frontline representative of the school who are the first point of contact with students, parents and general public. The Secretary II will have strong administrative skills and will support 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.

Secretary II’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
- Must be flexible and prioritize responsibilities as required.

Administration and Instructional Support
- Maintain student information for the school.
- Update the student records database.
- Record and update information such as student demographics, attendance and general student portfolio data.
- Collect and enter student marks and produce quarterly reports.
- Generate periodic and ad hoc reports.
- Process student registrations by: registering new students and obtaining information from schools from which students have transferred, close registrations for students who transfer out of the school and forward necessary information to schools to which students transfer and maintain CUM records.
- Provide reception and clerical support to school staff: update and compile accurate lists and summaries, process cheque requisitions on request, photocopy and assemble documents, maintain accurate filing systems, typing reports, memos and letters.
- Respond to telephone inquiries, provide information and refer complaints to the appropriate person.
- Greet visitors (including students, staff, parents, school officials and members to the general public) to the office, provide information and assistance or re-direct contacts to other school staff.
- Open and distribute mail.
- Administer Joint Use Program (where applicable) and/or school space bookings
- Compiles and distributes school timetables by: collecting information from school staff, create, verify and produce a master timetable document, and provide individual extracts to staff and students as required.
- Assist with school accounting activities as required.
- Photocopying and filing.
- Arranging for courier service.
- Update School Website and School Blog updates.
- Supports the front office in place of Secretary III when requested.

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.
- Assists ill or injured students by: providing minor first aid as necessary, provide assistance to students who occupy the school infirmary and monitor the student’s condition, contact parents, guardians, school administrator or others as necessary.

Communication and Reporting
- Serve in a liaison capacity with administrative staff in other schools and in the Centre for Education.
- Download information from Division office for onward transmission to the Alberta Government
- Provided reports to Alberta Learning

Supervise Students
- Provide support, assistance and supervision to students as needed.

Other Duties
- As assigned

Education and Experience

a) Education:
i) High School Diploma

ii) Completion of Office Administration/Accounting Diploma or equivalent

iii) Non-Violent Crisis Intervention and First Aid certificate would be an asset

b) Experience:
i) 3 to 5 years of related experience.

ii) Power School experience would be an asset

iii) Alberta Education Extranet & PASI experience would be an asset

iv) Ipad Apps experience would be an asset

v) Google Drive training would be an asset

vi) Proficient computer skills using Microsoft, Google, and IPad apps

vii) Previous experience working in a school setting is required

Equivalencies will be considered.

Knowledge, Skills and Attitudes
- Good oral and written communication skills
- Good interpersonal skills
- Strong