Administrative Secretary

The Calgary Board of Education (CBE) is the largest school board in western Canada with over 140,000 students and 16,000 employees. Our mission: Each student, in keeping with their individual abilities and gifts, will complete high school with a foundation of learning necessary to thrive in life, work and continued learning. We pride ourselves in the values we hold. Students come first. Learning is our central purpose. Public education serves the common good. The CBE encourages an inclusive and equitable workplace, which supports our diverse student and employee community. We encourage all applicants to join our dynamic, diverse, and collaborative culture and welcome applications from all qualified individuals.

When you apply to the CBE, you can feel good about serving our future leaders and contributing to student success.

CBE Human Resources manages a roster of contingent casual on-call workers who temporarily replace staff absences or work on short-term projects. Work assignments may be scheduled in advance or the morning of the assignment. Roster staff enjoy the flexibility of working in schools and departments full-time or part-time with a minimum of two days availability per week. If you are looking to work casually or if you would like to gain experience to move into a regular position, the Support Staff Casual Roster may be the opportunity you are looking for.

We are looking for reliable, self-motivated individuals to join our casual roster team as on-call Administrative Secretaries. This position provides confidential administrative, secretarial and office management support to ensure the efficient workflow and operation of the school.

By joining the CBE as a casual Administrative Secretary, you will enjoy:

• A great work environment with an organization that makes a difference in the lives of students every day,
• Salary Range: Grade E, $27.24-$35.60 per hour plus 6% vacation pay,
• Opportunity to advance your career.

Responsibilities

Administrative Support:

• Responsible for the daily operation of the school office including overseeing the door, fielding calls, managing counter inquiries, organizing volunteers, managing common spaces, greeting substitute and casual employees, dealing with emergencies, supervising students in the office, and providing support for all staff and students confidentially and with professionalism.
• Assist families with questions regarding fees, overpayments/refunds, invoices, tax receipts, on-line access, and processing waiver forms.
• Arrange and book casual support staff and occasionally substitute teachers due to absences using Smart Find Express.
• Manage, set-up and organize the Parent-Teacher-Conference booking site and assist parents and teachers with bookings, questions, and concerns.
• Manage list of cleared volunteers and process e-pic letters for potential volunteers. Ensure all volunteers have valid Police Checks before entering classrooms and engaging with students.
• Write articles and prepare the Weekly Update for families ensuring important and timely communication of upcoming events, school activities, reminders, and action items for the school community.
• Manage Emergency food supplies to supplement and provide school lunches for students.

Office Management:

• Responsible for all administrative functions related to Finance, Fees, Purchasing, Registrations, Student Records, Volunteers, Emergency Procedures, Communications, and school opening and closing.
• Understanding policies, procedures, and legalities related to the Calgary Board of Education to ensure accurate dissemination of information and to properly assist families and the community with questions, problems, and concerns.
• Updating and maintaining school website. Adding dates to the calendar, posting news articles, and ensuring all pages are current and relevant.
• Assist with the coordination of On-Site, Off-Site Activities. Coordinate buses, payments, and setup of student fees in Rycor.
• Assist with year-end and opening activities including classroom configurations, class lists, enrolling students into class sections, updating bell times, updating back to school information on the school website, completing yearly block bookings, finalizing and maintaining detailed calendar with activities, assemblies, presentations, school council meetings, school photos, pre-booked field trips, updating emergency response plans and maps, submitting block bookings, pre-ordering student supplies and updating lists and documentation.

Records Management:

• Responsible for maintaining accurate student records and all administrative activities associated with PowerSchool and SchoolEngage. Includes student registrations with SchoolEngage, uploads to PASI, monitoring core alerts, processing Demographic forms and volunteer requests, enrolling/withdrawing students, managing contacts and legal guardian access, setting up courses and class enrollments, monitoring staff access and security settings, and ensuring all SIS reports are up-to-date and incompliance with Emergency preparedness processes and procedures.
• Process all student records ensuring proper receipt and transmittal of files within the CBE and out. Maintains accurate records log and coordinates with Records Management the digitization of student records. Uploads documents for digital OSRs directly to PASI.

Bookkeeping - in the absence of a Bookkeeper or Business Manager:

• Conducts monthly analysis of decentralized funds to ensure procurements and disbursements to the appropriate budget accounts. Reviews Oracle reports to ensure payroll, expenses, encumbrances, P-Card expenses and due from school accounts are properly reconciled. Ensures all expenses are claimed and due from school is paid monthly. Reviews with the Principal Monthly Financial Checklist ensuring all audit requirements are met.
• Prepares purchase orders and receipts items and services using Oracle. Prepares on-line orders for school supplies, teacher supplies, and other classroom resources required throughout the year.
• Responsible for the daily, monthly, and yearly processes associated with the school bank account. Includes management of school monies using QuickBooks to process receipts, deposits, cheques, and perform bank reconciliations. Includes monthly review with administration and submission of GST rebate claims.
• Manage student fee accounts for families with regards to Central Fees and School Generated Funds through on-line payments and Moneris pin pad. Responsible for the set-up and activation of all fees associated field trips, in school activities and drop-in lunch using the Rycor fees management tool.

Qualifications

Education and Experience

• Post-secondary diploma in a recognized Administrative Information Management program.
• Three to five years related administrative support experience in an office environment.
• Experience with standard accounting software programs such as “Quick Books”.
• An equivalent combination of directly related post-secondary education and directly related experience may be considered.

Demonstrated Skills and Competencies

Technical Proficiency:

• High degree of proficiency in a variety of computer applications such as Office 365, spreadsheets, finances, databases, publishing and presentations, electronic mail and calendar applications, and other information management tools.
• Strong data entry skills with an emphasis on accuracy.

Office Management:

• Proficient understanding of office and records management procedures and protocols.
• Strong time management, prioritization, and organizational skills.
• Ability to multitask, adapt and manage change while working with continuous interruptions.

Leadership:

• Effective leadership, coaching, and supervisory skills with success in building productive relationships with co-workers, staff, and other internal and external stakeholders.
• Professionalism, tact, courtesy, and diplomacy skills.
• Ability to deal with sensitive and discretionary matters and maintain strict confidentiality.

Interpersonal Skills:

• Outstanding customer service with verbal, listening, and written communication skills, combined with the ability to speak with confidence.
• Strong conflict management, problem solving, and decision-making.
• Ability to work independently under general supervision.
• Use of appropriate judgement in a framework of generally established methods, protocols, and procedures.

Police Information Clearance: Applicants new to the Calgary Board of Education WHO ARE OFFERED EMPLOYMENT must complete and pass a police information clearance before employment is confirmed.

A career with the CBE offers incredible opportunities, rewards and supports.