Executive Secretary to The Secretary-treasurer/cfo

**Executive Secretary to the Secretary-Treasurer/CFO**

Bulletin No. 24OS-007
**Administration Offices**

**Full-time position**

**7 hours per day 8:30 a.m. - 4:00 p.m.**
**Effective Start Date: TBD**

**Job Summary**:
Under the direction of the secretary-treasurer/CFO, provides an advanced level of administrative support to the secretary-treasurer and the board of trustees. This detail-oriented administrative professional will manage, maintain, and facilitate the functions of the secretary treasurer’s office and the Board of Trustees and maintain an efficient office communication network to link the secretary-treasurer's office, schools, departments, and appropriate agencies.

**Duties and Responsibilities**:

- Administration and Secretarial_
- Complex word processing, including preparing spreadsheets, drafting correspondence, meeting preparation, record keeping, appointment scheduling and filing.
- Interacting with and responding appropriately to inquiries from administration, staff, students, and the public on behalf of the secretary-treasurer.
- Scheduling and confirming the secretary-treasurer’s appointments and meetings.
- Handling all incoming/outgoing correspondence for the secretary-treasurer/chief financial officer.
- Maintaining comprehensive system for secretary-treasurer/chief financial officer, scanning, hard copy files and archives.
- Acting as backup to the senior executive assistant.
- Board of Trustees Support_
- Coordinating organization of board and committee meetings; preparing and distributing agendas and supporting documentation.
- Attending board meetings in the role of recording secretary, transcribing and distributing minutes, and initiating follow-up action.
- Preparing board by-laws including borrowing, debenture, and religious instruction by-laws for approval; processing and submitting to appropriate government or financial institutions and maintaining file of by-laws for the Division.
- Researching, drafting, and creating policies and operational procedures; editing, updating, and maintaining as required. Administering the Division Electronic Policy Manual on the website for public and administrative staff, and maintaining the master historical policy spreadsheet.
- Preparing presentations for public meetings.
- Preparing and handling confidential Board correspondence, committee reports, papers from minutes, and/or dictation for Board/senior administrators’ information/approval.
- Preparing and compiling reports to the Board for secretary-treasurer /chief financial officer.
- Researching topics/materials as requested by trustees and senior administrators.
- Keeping current on board Policy and actions and administrative procedure.
- Responds to questions from the public or staff, referencing Division policies and procedures.
- Reporting and Accounting_
- Completing Tax Notice Requirements and Submissions to City of Winnipeg and RMs of East St. Paul and St.

Clements.
- Working with auditors to complete verification letters.
- Calculating annual lease rates and maintaining Lease Rate Summary.
- Processing expense claims forms as indicated in policy for Trustees and the secretary-treasurer.
- Administering and maintaining insurance matters for certificates of insurance, damage/loss, statements of claim, surveys, and travel accident.
- Completing and sending out tax receipts.
- Other Duties_
- Organizing and attending the Annual Division Retirement Dinner and Annual Division Employee Recognition events: may involve preparing invitation list, verifying employee service, arranging for printing and mailing of invitations, booking hotel for dinner, ordering gifts, arranging entertainment, creating retiree presentation booklet, coordinating photographs, writing biographies and introductions, selecting dinner menu, and creating and printing dinner program.
- Other duties as assigned

**Qualifications, Skills and Abilities**:

- Qualifications_
- High school graduate or equivalent and a minimum of five to seven years office experience in a senior secretarial/administrative position or an equivalent combination of related experience, training and education.
- Post-secondary business training, legal secretary/assistant or administrative assistant diploma preferred. Skills to be updated regularly to stay current with new technology.
- School division experience preferred, including familiarity with school and divisional regulations, policies, guidelines, and requirements, as well as with MB Education and requirements.
- Excellent keyboarding skills (minimum 60 wpm), with a high degree of accuracy.
- Demonstrated extensive knowledge of and experience with Microsoft software (Word, Excel, Power Point and

Outlook).
- Experience in minute taking.
- Must have a valid driver’s license and access to a reliable vehicle.
- External applicants must supply a Criminal Record Search and a cleared Child Abuse Registry check upon hire.
- Skills and Abilities_
- Ability to work under high pressur