School Centre Secretary

Hull Adult Education Centre

Nature of Work

In addition to the duties defined in the class of employment of secretary, the principal and customary work of an employee in this class of employment consists in ensuring, as instructed or in conjunction with others, the smooth operation of the school or centre by assuming the responsibility and coordination of the administrative tasks of school or adult education or vocational training centre secretaries.

Characteristic functions

As instructed or in conjunction with others, the employee plans and organizes secretarial work so that the school or centre complies with the various administrative obligations associated with the board, the ministries and various organizations and meets the deadlines of the operations and the various school or centre activities; the employee carries out the follow-up and the appropriate reminders; takes note of the administrative procedures related to their tasks so that the employee may comply thereto and, if necessary, inform the persons concerned about them.

As instructed and within the limits of their duties, the employee responds to requests and complaints and tries to resolve problems within their competence; in the absence of the administration and as instructed, the employee provides information on the decisions and directives normally applicable to the problems reported to the employee.

The employee compiles the necessary information for the preparation of the budget, participates in preparing it, monitors it and prepares reports on the budget balances; keeps the accounting books of the school or centre and of extracurricular activities, pays invoices and other accounts and makes bank deposits; signs cheques jointly, reconciles accounts, keeps a petty cash and collects funds raised during fundraising events.

The employee compiles requests for material from school or centre staff, carries out the necessary calculations, verifies budget allocations and prices with suppliers; purchases goods or fills out purchase orders as well as receives and distributes goods according to the policy in effect.

The employee keeps a school supply store. The employee draws up the physical inventory of the school’s or centre’s immovables and of library books. As regards the repair of material and equipment, the employee requests the appropriate services and ensures that the necessary repairs are made.

As instructed, the employee prepares the list of teachers available for substitution and, as requested, ensures that absent employees are replaced.

The employee is responsible for keeping registers and files concerning, among others, student registration and placement, staff and student absences, temporary staff payroll, school exams, report cards, declaration of student enrolment and student transportation; verifies the necessary data, enters it, produces and forwards reports; fills out forms.

**The employee responds to students’ needs**: conveys, in unusual circumstances, specific and pertinent messages to students, parents and school or centre staff and, if necessary, reminds those concerned; according to the policy in effect and within their competence, the employee takes the appropriate measures in emergency situations; may be required to supervise students in exceptional circumstances and for short periods; if necessary; administers first aid; completes the reports required.

The employee may be required to carry out the loan of books and oversee the loan of audiovisual equipment and carry out administrative tasks related to the loan and rental of rooms, participates in organizing the materials for educational activities, such as transportation reservations.

The employee drafts memorandums or bulletins from brief notes; takes part in setting up a filing system; archives school or centre documents according to the policy in effect.

The employee may be required to train new school or centre secretaries and to coordinate the work of support staff.

If need be, the employee performs any other related duty.

Responsible for ordering transportation for field trips and processing payment

**Required Qualifications**:
Schooling and Experience

Hold a Diploma of Vocational Studies in Secretarial Studies OR a Secondary School Diploma or a diploma or an attestation of studies recognized as equivalent by the competent authority, four (4) years of pertinent experience.

**Other requirements**:
Have a basic knowledge of office automation.

Bilingualism (English and French)

Hold a certificate dated no more than three (3) years attesting to the successful completion of:
1. a standard first aid course of a minimum eight (8)-hour duration;
2. a refresher course of a minimum six (6)-hour duration updating the skills acquired in the course mentioned in subparagraph 1.

Bilingualism (English and French)

**Working Conditions**:
**Salary**: $22.81 to $27.10 per hour (based on qualifications and experience)

**Start Date**: as soon as possible

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