Secretary to Assistant Superintendent

**Class D - Secretary to Assistant Superintendent**

**Full-time position**

**7 hours per day; 8:30 a.m. - 4:30 p.m.**

**Effective start date in November 2024 TBD**

**Job Summary**:
Reporting to the Assistant Superintendent, Human Resources, as part of the Superintendent’s Department, performs a variety of routine secretarial and administrative functions such as correspondence, scheduling appointments, organizing and maintaining paper and electronic files, providing support as a team member to the entire Superintendent’s Department, and if applicable, assisting staff and visitors.

**Duties and Responsibilities may include**:

- Organizes office routines and procedures and provides copying, scanning, filing and mail services
- Monitors department budget control and requisitioning as well as ordering and receiving supplies
- Manages Office 365 Teams sites, including, but not limited to, posts; membership, file, and OneNote management; and monitoring of chats.
- Receives, acknowledges, processes, and maintains program information and materials regarding programming and services offered in the Division and provides appropriate information and material when requested
- Compiles, organizes, assists in planning and reporting information for divisional professional development activities such as divisional workshops, seminars, in-services, etc.
- Aids in the completion of Manitoba Department of Education report forms; collects, checks and forwards completed forms to Manitoba Department of Education
- Receives month-end reports from schools and compiles and circulates relevant reports
- Provides assistance to secretaries in the Superintendent’s Department, including telephone back-up
- Assists in training and orientation of new office staff, if required
- Performs other related duties as assigned or as required including all duties of lower classified positions

**Qualifications**:

- Education and experience:

- High school graduate or equivalent and a minimum of two years’ office experience in a senior secretarial position
- Prefer post-secondary office administration training OR an equivalent combination of experience and training
- Proven ability to calculate, post and manage accounting figures and financial records with strong accounting and mathematical skills and the ability to perform advanced excel spreadsheet skills
- Must have a valid driver’s license and access to a reliable vehicle
- Communication and interpersonal skills:

- Excellent public relations and communication skills
- Superior ability to work cooperatively and harmoniously with staff and management and deal effectively with the public
- Respect confidentiality of work
- Computer skills:

- Excellent knowledge of Office 365
- Word processing (minimum of 45 w.p.m.)
- Experienced and highly proficient with CIMS Connect and PowerSchool or comparable student records system
- Organization and time management:

- Demonstrated organizational and time management skills with the ability to prioritize and multi-task in a high-volume environment
- High degree of initiative and the ability to work with mínimal supervision
- High degree of accuracy and attention to detail and the ability to read and proof copies
- Able to work in an open-space team environment to support the Superintendent’s Department
- The above statements reflect the general duties considered necessary to describe the principal functions of the position identified and shall not be construed as a detailed description of all work requirements that may be inherent to the position._

Pay: $25.31-$29.68 per hour

Schedule:

- Monday to Friday

Work Location: In person