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Administrative Support Specialist

3 months ago

Winnipeg, Manitoba, Canada Pembina Trails School Division Full time

ALL DOCUMENT ATTACHMENTS MUST BE IN PDF FORMAT FOR YOUR APPLICATION TO BE CONSIDERED

POSITION TITLE: School Secretary

WORK HOURS: 3.5 HOURS/DAY

JOB OVERVIEW

The School Secretary plays a vital role in the seamless functioning of the educational institution's office. Under the guidance of the principal and in collaboration with the School Administrative Secretary, this position is essential for maintaining an organized and efficient office environment while supporting various school-related activities.

KEY RESPONSIBILITIES

  • Collaborate with the Administrative Secretary and Assistant Administrative Secretary to facilitate the smooth operation of the school office.
  • Assume duties of absent colleagues as needed to ensure continuity of office functions.
  • Safeguard the confidentiality of sensitive documents, records, and communications.
  • Manage and maintain essential materials, including student records, report cards, and timetables.
  • Oversee the submission of timesheets, absence reports, and general management of SmartFind Express.
  • Process and maintain confidential materials for school administration.
  • Assist in the preparation of the Emergency Preparedness Plan.
  • Uphold high standards of public relations and ensure office activities reflect this commitment.
  • Welcome visitors, assess their needs, and respond appropriately.
  • Handle telephone inquiries, relay messages, and provide information as required.
  • Support visitor access protocols to ensure security and compliance.
  • Manage and distribute mail for consideration by administration and staff.
  • Draft correspondence for administrative purposes.
  • Prepare routine documents, reports, notices, newsletters, memos, and agendas.
  • Create and maintain email distribution lists.
  • Submit IT service requests as necessary.
  • Troubleshoot and manage service requests for office equipment.
  • Coordinate registration for Provincial Exams when applicable.
  • Manage correspondence and scheduling for Parent-Teacher Conferences.
  • Prepare monthly and yearly enrollment reports.
  • Provide administrative support, including scheduling and screening calls for school administration.
  • Assist in organizing field trips, including managing permission slips and transportation.
  • Monitor and manage parking assignments for staff and students.
  • Provide basic first aid and care for sick or injured students as needed.
  • Maintain first aid supplies in collaboration with relevant health services.
  • Process accident reports and WCB claims in accordance with divisional policies.
  • Liaise with administrative office staff as required.
  • Perform additional office duties as assigned by school administration.

RECORDS MANAGEMENT

  • Facilitate the registration of new students, ensuring verification of identity and residency.
  • Manage course registrations and communicate new enrollments to staff.
  • Request and send cumulative files in compliance with divisional policies.
  • Ensure accurate maintenance of student attendance records.
  • Generate Proof of Enrollment Letters upon request.
  • Maintain student information within the Mayet system.
  • Configure Mayet for current teacher and course assignments.
  • Manage pupil files in accordance with records management protocols.
  • Process applications for out-of-catchment and division schools of choice.
  • Distribute and manage annual Photo Release and Technology Acceptable Use Forms.
  • Prepare necessary reports for September 30th submissions.

URIS MANAGEMENT

  • Oversee URIS plans in collaboration with the school nurse.
  • Distribute medication as outlined in URIS plans and supporting documentation.
  • Identify medical needs and ensure proper paperwork is completed.
  • Maintain a filing system for current and expired health care plans.
  • Ensure proper storage and handling of medication.
  • Assist in arranging immunizations as required.
  • Ensure staff are informed of student medical needs and treatment plans.

PREFERRED QUALIFICATIONS

  • Relevant post-secondary education or equivalent experience.
  • A minimum of two years' experience in a related field.
  • Ability to work collaboratively as part of a team.
  • Accounting experience is preferred.
  • Strong oral and written communication skills.
  • Proven ability to build rapport with students, staff, and parents.
  • Proficiency in Microsoft Office and relevant office technologies.
  • Capacity to prioritize tasks in a fast-paced environment and meet deadlines.
  • Effective word processing skills, ideally with a minimum typing speed of 50 wpm.

Pembina Trails School Division is dedicated to ensuring equitable employment opportunities for all applicants. We encourage applications from individuals with diverse abilities, backgrounds, cultures, and identities.