Group 4 - Part Time Elementary School Secretary

7 months ago

Whitby, Canada Durham District School Board Full time

**Reports To**: Principal and Head Secretary

**Job Summary**:
Under the direction of the School Secretary and Principal to assist in maintaining the efficiency and continuity of the operation of the school to assist in communications with staff, students and parents. Duties may vary but will include some of the following:
**Major Duties**:
1. Provide clerical support

type letters, reports, evaluations, newsletters and information to parents from school principal as well as from individual teachers; provide typing support to academic staff

photocopy materials for school use

open, scan, sort, distribute and file Board and postal mail; collect and post outgoing mail

organize and maintain school files; retrieve files, documents and forms for administration and teachers

order films for school by phone

assist teaching staff with input and printing of report cards

maintain petty cash

2. Assist with the process of purchasing of school texts and consumables

sort staff purchase requests, type on appropriate forms and forward to the purchasing department

on delivery of order, check delivery against invoice, stamp texts, sort and distribute delivered material to staff

send appropriate invoices and forms to accounts payable department

trace missing shipments

maintain adequate supplies

record and maintain the school supply accounts

3. Assist in maintaining school attendance records for staff and students

on a monthly basis check the teacher registers (daily student attendance) and prepare the monthly attendance report for the principal's review and signature

report teacher absences on computer to dispatchers and request supply, if needed

administer the student safe arrival program -twice daily check each class' attendance folder -if students don't arrive and parents don't call, then call parents

4. Assist in maintaining the school's teacher and student records

register all new students to the school completing all the necessary forms and providing parents with information

obtain student records from prior school if necessary and give them to the appropriate staff

prepare transfers and necessary documents when a student leaves the school

update each student file annually

5. Assist school public relations and communications

present at all times a positive image and response to the public

receive and respond to telephone callers and individuals courteously, in taking messages, in supplying information and in directing callers or visitors to the appropriate person

inform parents or guardians of any potentially serious problems

maintain and protect confidentiality of all matters pertaining to staff and students

6. Perform such Other Duties as may be assigned by the Secretary or Principal

**Equipment Used**:
computer/printer, electric typewriter, photocopier, adding machine, P.A. system

**Qualifications**:
1. Secondary School Diploma with an emphasis in job-related areas of study, and up to six months related employment experience; and/or an equivalent combination of formal education and related employment experience;
2. Proficiency in word processing and computer keyboarding skills.

3. The ability to relate effectively to students, parents, and academic staff.

This is a 17.5 hour per week, permanent 10 month position.

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