Secretary II

Job Details

Are you interested in working with our dynamic and progressive school division to pursue excellence in education for students, professional learning opportunities, a flexible health benefits package, and a workplace that embraces diversity? Then we are the place for you

Who we are and what we value:

Parkland School Division (PSD) is a large progressive school jurisdiction serving Spruce Grove, Stony Plain, Fort Chipewyan and Parkland County. PSD meets the diverse educational needs of over 12,000 rural and urban students among 23 sites, including outreach schools and alternative education programs.

Our values are what guide us. We assure supportive learning environments, meaningful experiences and healthy relationships that create opportunities to develop resilience, to gain diversity in perspectives and to achieve enduring success for both staff and students.

The Parkland School Division currently has a Permanent Full-time Secretary II position available at Brookwood School in Spruce Grove,Alberta.

Function and Purpose of Position
Secretary II’s are the frontline representative of the school who are the first point of contact with students, parents and general public. The Secretary II will have strong administrative skills and will support the school’s front office to ensure tasks are completed in a timely manner. Effective interpersonal skills are essential to deal with a variety of situations that arise in a school setting. A team player approach to all situations is essential with friendly and flexible characteristics are a must.

Secretary II’s may:
• Work under the direction of the Principal and/or designate
• Work independently and collaboratively as part of a team
• Must enjoy working with students, families and the general public
• Must be flexible and prioritize responsibilities as required.

Administration and Instructional Support
• Maintain student information for the school.
• Assists with school program administration using a computer-based software application.
• Update the student records database.
• Record and update information such as student demographics, attendance and general student portfolio data.
• Collect and enter student marks and produce quarterly reports.
• Generate periodic and ad hoc reports.
• Process student registrations by: registering new students and obtaining information from schools from which students have transferred, close registrations for students who transfer out of the school and forward necessary information to schools to which students transfer and maintain CUM records.
• Provide reception and clerical support to school staff: update and compile accurate lists and summaries, process cheque requisitions on request, photocopy and assemble documents, maintain accurate filing systems, typing reports, memos and letters.
• Respond to telephone inquiries, provide information and refer complaints to the appropriate person.
• Greet visitors (including students, staff, parents, school officials and members to the general public) to the office, provide information and assistance or re-direct contacts to other school staff.
• Open and distribute mail.
• Use various computer applications such as word processing and spreadsheets/databases.
• Administer Joint Use Program (where applicable) and/or school space bookings
• Compiles and distributes school timetables by: collecting information from school staff, create, verify and produce a master timetable document, and provide individual extracts to staff and students as required.
• Assist with school accounting activities as required.
• Photocopying and filing.
• Arranging for courier service.
• Manage School Newsletters/Calendars and other Home-School communications, and School Voicemail.
• Update School Website and School Blog updates.
• Supports the front office in place of Secretary III when requested.

Student Assistance and Personal Care
• Provide support, assistance and supervision to students including but are not limited to contacting parents if needed, dispensing medication, monitor students’ condition, etc.
• Assists ill or injured students by: providing minor first aid as necessary, provide assistance to students who occupy the school infirmary and monitor the student’s condition, contact parents, guardians, school administrator or others as necessary.

Communication and Reporting
• Serve in a liaison capacity with administrative staff in other schools and in the Centre for Education.
• Download information from Division office for onward transmission to the Alberta Government
• Provided reports to Alberta Learning

Supervise Students
• Provide support, assistance and supervision to students as needed.

Other Duties
• As assigned

Education and Experience
a) Education:
i) High School Diploma
ii) Completion of Office Administration/Accounting Diploma or equivalent
iii) Non-Violent Crisis Intervention and First Aid certificate would be an asset

b) Experience:
i) 3 to 5 years of related experience.
ii) Power School experience would be an asset
iii) Alberta Education Extranet & PASI experience would be an asset
iv) as the initial face/voice of the school maintain a calm, efficient attitude under pressure
v) Able to compose letters when provided skeletal information
vi) Efficient use of Microsoft Office, Google Suites and Multi-phone system
vii) Previous experience working in a school setting is required

Equivalencies will be considered.

Knowledge, Skills and Attitudes
• Good oral and written communication skills
• Good interpersonal skills
• Strong organizational skills and time management
•Ability to cross train and support a dynamic administrative support team
• Comfort with high school aged students is a must
• The ability to take direction and work independently
• Flexibility, patience, sensitivity, tolerance, enthusiasm, creativity and imagination
• The ability to deal with the emotional and mental stress of working with children/group of children/school setting.
• First Aid Certificate preferred
• Some assignments may require use of own vehicle
This work is most rewarding for those who enjoy working with children (especially physically, emotionally and behaviorally challenged children), having clear rules and guidelines for their work, and finding innovative ways to handle situations.

Decision Making
Secretaries are required to make good decisions to solve problems, assist student and parents, and provide support to the school’s office. It is essential to have great time management and organization skills to set competing priorities to meet time sensitive deadlines.

Working with Others
Effective team building and collaboration skills are required to keep the school’s front office organized and meeting the needs of students, staff and parents. A positive team player with a commitment to build relationships with other staff.

Physical Demands
The Secretary II may be required to routinely lift items weighting up to 50 lbs. Sometimes, heavier lifting may be required.
• Ability to work in a fast pace, noisy environment with many interruptions throughout the day.
• Ability to stand, bend, sit, and reach to complete assigned tasks.
• Ability to provide assistance to students, staff and general public.

Working Conditions
Secretaries work indoors except when supervising children outdoors or going on field trips.

Secretaries may have the same holiday schedule as teachers, including a long summer break as well as winter and spring breaks. However, they work on a ten-month contract basis and therefore are not paid during the summer months.

The scheduled hours to be worked will be determined by each specific position.

This position may require the use of a personal vehicle.