School Secretary - C2223/102

仕事内容

Current Shift: 8:00am- 3:30pm Monday to Friday

(Includes 1/2 hour unpaid lunch)

10 months per year while regular classes are in session

Pay Rate: $26.53

JOB DESCRIPTION

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
• Coordinates the orientation of new staff members and establishes access and account information for new staff to the school district email system, student information system, etc.
• 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 confidential correspondence and composes documents as needed
• Supports and assists staff in the use of office software including word processing, spreadsheet, desktop publishing and school-based student information systems
• Provides in-service, troubleshoots problems and arranges for repair on office equipment
• Updates school website and oversees school website, ensuring all information is current and accurate

* Performs other assigned duties that are within the area of knowledge and skills required by| the job description.

QUALIFICATIONS

• Grade 12
• Certificate in Office Administration
• Four years’ related experience
• Demonstrated advanced book-keeping knowledge
• Working knowledge of school-based student information systems
• Working knowledge of Accounting and Attendance Management systems
• Demonstrated ability to compose effective business correspondence in an efficient manner
• Demonstrated ability to multi-task and work in an office environment with regular interruptions and tight time pressures
• Valid B.C. Class 5 Driver’s License

* Or an equivalent combination of training and experience

DESIRABLE SKILLS

• Knowledge of District policies and procedures
• Working knowledge of Linux operating systems
• Working knowledge of open source word processing software (e.g. LibreOffice)

Job Type: Full-time

Salary: $26.53 per hour

Benefits:

• Company pension
• Dental care
• Employee assistance program
• Extended health care
• On-site parking

Schedule:

• Day shift
• No weekends

Application deadline: 2022-08-28
Expected start date: 2022-08-29