School Secretary

District Overview

Driven by our goal of having students thrive in their personal achievements, Saanich Schools provides challenging and engaging educational programs within a safe and nurturing learning environment for the 8,000 students who live and learn here.

Our school district is comprised of 18 schools with the singular focus of delivering high quality education so our students can realize their personal goals which include post-secondary and employment opportunities around Canada and the world.

Our staff of over 1,300 caring professionals are here to make dreams turn into reality.

Current Shift:
Monday

07:45 AM

03:15 PM

Tuesday

08:00 AM

03:30 PM

Wednesday

08:00 AM

03:30 PM

Thursday

08:00 AM

03:30 PM

Friday

08:00 AM

03:30 PM

(Includes 1/2 hour unpaid lunch)

10 months per year while regular classes are in session

Pay Rate: $27.92

POSITION

School Secretary

SUMMARY

Under direction of the School Administrator, performs secretarial and accounting duties and manages office operations in the school.

DUTIES

Communication

Establishes and maintains effective and efficient communication networks within and between schools, the Board Office, parents, community and government agencies

Maintains the confidentiality of all student/parent/employee discussions and correspondence

Problem solves routine parent/student and employee issues as they arise and consults with administration

Registers and welcomes new students and families to the school including requesting records from previous schools

Withdraws and completes discharge process for departing students including forwarding of records and filling out of Permanent Record Cards

Makes announcements to staff, students and parents using the PA system

Provides information related to school and school district procedures, policies and guidelines related to student activities.

Liaises with VIHA staff and ensures students with medical alerts and related correspondence (e.g. Anaphylaxis/Diabetes Action Plans) is up to date and lists are published

Liaises with VIHA staff to co-ordinate and organize student immunizations

Reviews/consolidates and monitors chronic and critical health care information with the Public Health Nurse and communicates as appropriate with school staff and/or parents

Answers, screens and refers inquiries and when necessary seeks and confirms resolution

Maintains communication with outside agencies on a variety of issues (some extremely sensitive)

Office Operations - General

Oversees and supervises overall office operations for all staff in the office

Monitors compliance at the worksite of student custodial issues and restraining orders

Provides assistance and support to other members of staff

Provides recommendations on office administration and school policies and procedures

Trains, supervises and provides orientation to employees, volunteers and students

Maintains log of classroom key distribution and school access swipe cards for staff

Maintains log of incoming and outgoing students and their respective classes

Maintains field trip logs including costs associated with field trips

Arranges appointments, meetings, prepares and circulates agendas, records minutes, co-ordinates office calendar for school events, maintains calendar for the Administrator

Schedules parent-teacher interviews

Dispenses authorized medication and administers emergency first aid to students

Coordinates and maintains the yearly school inventory

Collaborates and works cooperatively with PAC on matters related to fundraising

Generates work orders for maintenance staff

Coordinates the use and completion of WSBC and other SD63 OHS related forms for students and staff

Ensures vacant positions are temporarily filled as needed

Participates as a member of the Critical Incident Response Team

Produces and distributes school newsletters

Office Operations - Accounting

Monitors school budget and account information for public and non-public funds

Monitors and reconciles MasterCard accounts for the school

Prepares and deposits funds, forwards information to the Board Office

Coordinates the purchase and maintenance of equipment, software, hardware and supplies

Maintains and controls a petty cash fund

Office Operations - Staff

Oversees the school attendance records

Reviews staff absence entries for accuracy prior to authorizing at week’s end

Enters and documents employee changes (absences, new hires, assignment changes)

Troubleshoots initial payroll issues/questions for employees at the school

Office Operations - Technical

Maintains and updates student data for Ministry reporting/funding requirements

Liaises with District Placement Office regarding student enrolment numbers

Coordinates and administers information and statistics on students and programs, compiles and updates students’ files, maintains students’ tracking information (including international students)

Prepares complex documents, reports and confidentia