TITLE: Replacement Secretary - School Department - Curriculum and Instruction
POSITION NOTES: 35 hours per week
DEPARTMENT: Schools Department- Curriculum and Instruction
REPORTS TO: School Operations Officer, Directors, Assistant Superintendents or District Principal
SUMMARY:
With minimal direction, the Secretary provides administrative support, secretarial, data entry, record keeping, reception duties and organizes and manages the District Awards Program for the Curriculum Department. He/she works cooperatively with other employees, students, parents and the public.
DUTIES:
- Assists the administrator by relieving him/her of routine administrative tasks including maintaining office procedures, organizing schedules, preparing agendas and materials for department, Board and committee meetings, scheduling appointments and making arrangements for travel and special events.
- Performs bookkeeping functions for SDS, department accounts and district cultural events accounts
- Organizes and manages the District Awards Program, develops, organizes and carries out all District Awards Program functions, including maintaining the STARS program, promotion of the Awards Program to the general public, counselors, students, parents and donors.
- Assumes responsibility for the District Awards accounts including signing authority on general and trust accounts and maintenance and reconciliation of these accounts
- Works with the staff of the Curriculum and Instruction Department providing support, including typing, telephoning, travel, purchase orders and surveys.
- Inputs information from a variety of source documents utilizing various computer programs including Microsoft Suite and Adobe Pro
- Composes multiple correspondence and time sensitive memoranda pertaining to the District Awards Program
- Designs and builds brochures, pamphlets, lesson aides, advertisements, newsletters, posters, signs, forms, invitations etc. Examples: scholarship ad, District Awards Booklet, events brochure and registration forms
- Types, proofs and processes a variety of materials such as correspondence, memoranda, reports, agendas, timesheets, booklets, purchase requisitions, work orders, lists and confidential documents
- Assist in the planning of school, district and provincial events, includes: enters and registers workshop information, equipment rental, meal planning and ordering, updating registration information in various databases .
- Screens calls: relays messages and provides information and assistance to parents, public and District Staff by telephone or in person
- Duplicates, sorts, collates and staples materials
- Prepares and enters Data for District assessments
- Files and maintains a variety of records and data, includes the maintenance of the District Awards Program Scholarships and Bursaries database and reporting to the Ministry of Education for District Dogwood Awards.
- Composes routine correspondence and memoranda and regular updates to the Department Website
- Compiles statistical data for such things as budget, Board and departmental reports.
- Records and collates information from meetings for internal and external department distribution.
- Opens, screens and distributes incoming mail.
- Performs other clerical or emergent duties.
REQUIRED KNOWLEDGE, ABILITY, SKILLS (Schools Dept. Secretary)
- High-school diploma or equivalent.
- One year post-secondary secretarial school training or equivalent.
- Five years of specific experience or six years of general office experience.
- Intermediate level coursework in Word and Excel.
- Intermediate level bookkeeping skills equivalent to CNC Accounting 151 & 152
- Keyboarding skills of 60 wpm.
- Intermediate knowledge of database and spreadsheet computer functions.
- Knowledge of Business English, punctuation, spelling and Business Math.
- Knowledge of office practices and procedures.
- Ability to manage multiple projects with frequent disruptions and to meet deadlines
- Ability to prioritize work based on immediate needs ( plan, schedule work and organize the workload effectively)
- Ability to perform individually and as part of a team
- Ability to use courtesy and tact in the explanation of and discussion of information in contacts with public, parents, staff and students.
- Ability to maintain confidentiality.
- Ability to effectively communicate both verbally and in writing.
TOOLS AND EQUIPMENT USED
Computer, photocopier, telephone, facsimile machine, paper shredder, calculator and other office related equipment.
PHYSICAL ABILITIES
- Sufficient vision to operate computer.
- Fundamental ability to operate office equipment.
- Manual dexterity.
March 2014
