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Administrative Assistant
2 months ago
Job Summary
The School Secretary is a key member of the school administration team, providing administrative support to ensure the efficient operation of the office and the delivery of services to students, staff, and parents.
Key Responsibilities
- Assist the Administrative Secretary and Assistant Administrative Secretary in ensuring the smooth operation of the school office.
- Take on additional responsibilities in their absence, including managing confidential documents and records.
- Process and maintain student records, report cards, and other sensitive materials.
- Manage timesheets, absence reports, and other administrative tasks.
- Support the school administration in preparing emergency preparedness plans and maintaining good public relations.
- Provide excellent customer service to visitors, students, and staff, responding to inquiries and resolving issues.
- Manage mail distribution, compose correspondence, and prepare routine reports and notices.
- Assist with registration for provincial exams, correspondence, data entry, and scheduling of appointments.
- Prepare monthly and yearly enrollment reports and provide support for field trip planning and organization.
- Monitor and manage staff and student parking assignments, and provide basic first aid when required.
- Process accident reports and WCB claims, and liaise with admin office staff.
Records Management
- Register new students, verify identity and address, and secure birth certificates and immigration status as applicable.
- Register courses and communicate new enrollments to staff.
- Request and send CUM files in accordance with divisional policy.
- Ensure accurate student attendance records and create proof of enrollment letters as requested.
- Maintain Mayet student information, configure Mayet for current teacher/room/course assignments, and manage pupil files through records management protocol.
- Process out-of-catchment/division school applications and manage annual photo release and technology acceptable use forms.
URIS
- Manage URIS plans with the nurse, distribute medication as required, and identify medical needs.
- Maintain a filing system for current and expired health care plans, ensure proper storage of medication, and assist in arranging immunizations as applicable.
- Ensure staff are aware of student medical needs and treatment plans.
Preferred Qualifications
- Relevant post-secondary education or equivalent.
- Minimum two years' experience in a related field.
- Ability to work cooperatively as a team member.
- Accounting experience preferred.
- Excellent oral and written communication skills.
- Demonstrated ability to establish rapport with students, staff, and parents.
- Microsoft Office and technology experience applicable to an office environment.
- Ability to prioritize work in a fast-paced environment and meet deadlines.
- Effective word processing skills, ideally 50 wpm minimum.
