Secretary Iv

Elk Island Public Schools (EIPS) is one of the largest school divisions in Alberta, serving the educational needs of approximately 17,950 students in 42 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 part-time Secretary IV at Fort Saskatchewan Elementary.
Fort Saskatchewan Elementary serves approximately 310 students in kindergarten to Grade 6, with 17 teaching staff and 10 support staff. The school is located in Fort Saskatchewan, AB, approximately 20 kilometres north of Sherwood Park, AB.
Fort Saskatchewan Elementary is rich in history, pride, integrity and commitment to excellence. The school motto, "Rooted in our Community," accurately describes what occurs daily in the hallways, in classrooms and on the playground. Excellent academic programs, outstanding music classes, a character education program and a host of leadership and athletic opportunities are offered to and for students.
Commencing November 18, 2024
25 hours per week (Monday to Friday, 5 hours per day )
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, p