Facilities, Secretary Position

INTERNAL/EXTERNAL JOB POSTING

For OSSTF- ESS Support Staff

(7 FTE)

The Secretary performs a variety of administrative duties to assist and support managerial, administrative and professional staff and maintains a friendly, effective and efficient work environment.

Hours of Work: Monday to Friday - Hours will be determined by Manager, Facilities & Transportation

QUALIFICATIONS:

College Diploma in a Secretarial/Office Administration discipline or other related specialization, or a combination of experience, education and training as determined by the Superintendent.

A minimum two (2) years of progressive related experience

Demonstrated regular work attendance.

Identify problems and analyze situations using standard criteria; solving problems by selecting from a broader range of available options; gathering or classifying information using standard systems; comprehension of general and some specialized materials; transferring information may require change or interpretation; writing formal notes and records. Application of statistical formulae, procedures and/or bookkeeping may be required.

A broad range of common communication skills, such as handle interactions/communications of a sensitive nature, requiring careful listening and providing feedback and support sensitively; control one’s reactions or conceal one’s feelings; exchange complex information with others inside and outside the workplace, instructing others and presenting information, acting as the public face on matters limited to the individual’s job function.

Operate equipment such as a bindery machine, computer, keyboard, printer, multi-function photocopier, facsimile machine, multiple line telephone, scanner, video camera, headset. Job may require installation or reconfiguration of computer hardware or peripherals and providing support/assistance to others with routine maintenance or mechanical breakdowns or problems.

Co-ordination and precision of medium motor skills

Proficiency in Microsoft Office, Teams, e-mail, social media, cloud-based applications and other financial and information management software

RESPONSIBILITIES (This is not an exhaustive list)

Greet visitors and direct inquires to appropriate contacts or services.

Answer, screen and forward telephone calls, record and relay messages and answer telephone enquiries. Make announcements as necessary.

Respond to students' daily requirements.

Co-ordinate and exchange information with parents, outside officials and agencies to prepare reports, correspondence and other services as required.

Type, proofread, receive and register correspondence, reports, minutes, invoices and related material.

Open and distribute incoming mail, couriers and other incoming materials.

Prepare agendas and make arrangements for committee, board and other meetings.

Assemble data, compose and prepare routine correspondence, statistics, periodic and special reports and manuals.

Create and file letters, Board, Ministry and other reports.

Label, copy and store diskettes, disks and tapes and maintain inventory of stored material.

Classify, code, cross-reference and store records and resource material.

Sort, process and verify applications, receipts, expenditures, forms and other documents.

Coordinate office services, such as equipment, supplies, forms, disposal of assets, parking, custodial maintenance, security services, school facilities and student transportation

Prepare, label and process files according to approved retention, transfer and disposal schedules.

Operate all office equipment and perform minor maintenance as required.

Maintain commodity catalogue data base.

Set up and maintain manual or computerized filing, inventory, mailing and database systems.

Arrange travel schedules and make reservations.

Schedule and confirm related appointments and meetings.

Establish work priorities and ensure deadlines are met and procedures are followed.

Advise and assist other employees.

Prepare and maintain employee leave records.

Attend to aspects of admitting and transferring students.

Maintain and review Ontario Student Records, Ontario Education Numbers and other files to ensure they are complete and correctly classified.

Prepare information packages for newly hired staff regarding accommodation, community and school overviews, staff handbooks and keys.

Conversant with guidelines, policies and procedures of the School Board, Ministry of

Prepare information packages for newly hired staff regarding accommodation, community and school overviews, staff handbooks and keys.

Conversant with guidelines, policies and procedures of the School Board, Ministry of Education and Training, Employment Standards Act and Occupational Health and Safety Act

Operate information retrieval systems and respond to requests for records and transcripts.

Prepare invoices, purchase orders, bank deposits and maintain petty cash accounts with ATE dispatch software.

Reconcile statement of account, verify invoices and process remittances for accounts payable.

Assist in preparation of operating budget; maintain inventory and budgetary controls.

Receive and process incoming purchased material for schools and management.

Keep a complete set of records for financial transactions.

Reconcile receivable sub-ledger to general ledger accounts.

Maintain and monitor records for student medications.

Job tasks primarily require limited responsibility and errors typically result in somewhat significant loss to the workplace (e.g., safekeeping of funds including cheques) and decision-making regarding the maintenance and storage of resources including data.

Limited direct responsibility for the health and/or well-being of others (e.g., students)

ADDITIONAL COMPETENCIES:

Open to learning, sharing ideas and accepting feedback.

Strong planning and organizational skills with the ability to multitask and manage timelines.

Communicate effectively both verbally and in writing, including presentation skills when required.

Display excellent interpersonal skills while building positive relationships.

Quality of work meets a high standard of accuracy and attention to detail.

Take the initiative and make decisions based on judgement, facts and alternatives.

Foster collaborative relationships and provide excellent customer service to internal and external stakeholders.

Applications MUST include a complete summary of education and work experience. Applicants must also submit the names of three (3) professional references, one of which must be a current or most recent immediate supervisor, along with telephone numbers and email addresses, and a written authorization from the applicant permitting the Board to contact these references. Information from such persons will be gathered in accordance with the Municipal Freedom of Information and Protection of Privacy Act.

For further information or clarification, please contact:

Gord Muir, Manager, Facilities & Transportation

Only applications submitted through Apply to Education will be considered.

Superior-Greenstone District School Board is committed to equity in employment. We provide reasonable accommodation at any point throughout the recruitment process in accordance with the Ontario Human Rights Code and Accessibility for Ontarians with the Disabilities Act . Pl ease contact Human Resources at so that appropriate arrangements may be made.

We thank all applicants; however, only those selected for an interview will be contacted.

Following the interview process all applications will be destroyed.