ADMINISTRATIVE SECRETARY – INCLUSIVE STUDENT SERVICES - FAMILY OF SCHOOLS (EXTERNAL)

Durham District School Board; Whitby; On-site; CAD 40,000 - 60,000; Full time

Job summary

An established educational institution is seeking an Administrative Secretary for its Inclusive Student Services. In this role, you'll provide vital administrative support to a dedicated team, ensuring accurate records and efficient communication between schools and the department. Your responsibilities will include managing student data, preparing reports, and coordinating workshops. This permanent position offers a collaborative environment where your contributions will directly impact students' educational experiences. If you're organized, detail-oriented, and passionate about supporting inclusive education, this opportunity is perfect for you.

Qualifications

• Up to two years of related experience in an administrative role.
• Proficiency in MS Office and knowledge of PowerSchool and PSP systems.

Responsibilities

• Provide administrative support to the Family of Schools Team.
• Maintain accurate records of services and data related to programs.

Skills

MS Office

PowerSchool

Communication Skills

Interpersonal Skills

Problem-Solving Skills

Keyboarding Skills

Education

Secondary School Diploma

Tools

OnBase

AS400

Job description

ADMINISTRATIVE SECRETARY – INCLUSIVE STUDENT SERVICES - FAMILY OF SCHOOLS (EXTERNAL)

Job Code : 3931630

Under the direction of the Supervisor of Secretarial Services / Inclusive Student Services, provides administrative support to the Family of Schools Team, acts as liaison between schools and the ISS Department, and maintains accurate records for Inclusive Services / Special Education programs and services.

As a member of the Inclusive Student Services team, Administrative Secretaries support department members and special education school teams in providing programs and services for students with special education needs. Key responsibilities include maintaining accurate records of services and data related to programs.

Key Responsibilities

1. Provide PowerSchool Student Programming (PSP) Support

• Serve as primary support contact for a multidisciplinary team regarding student placements, data review, report generation, and support for Autism Resource Team.
• Guide school staff on maintaining accurate student records in accordance with Ministry of Education guidelines, including IPRCs, IEPs, and referrals.
• Assist with student class lists, placements, and transportation reviews, responding to inquiries from school staff.
• Process transfers and closures based on staff changes and advisories.
• Enter referral data, verify IPRC completion, and process referral forms into PSP and OnBase.
• Assist in resolving errors in Ministry reporting systems.
• Work under tight deadlines to ensure accurate placements, transportation, and reporting.
• Stay updated on Ministry regulations and liaise with supervisors accordingly.
• Maintain confidentiality and organize records using OnBase.

Provide Administrative Support to the Family of Schools Team

• Prepare and distribute reports and documents, proofread materials, and manage team calendars.
• Manage absences, mileage, and supplies, including ordering and inventory control.
• Coordinate workshops, orientation sessions, and professional development logistics.
• Respond to record requests, manage Home Instruction records, and facilitate confidential archiving.

Perform other duties as assigned by the Supervisor.

Equipment Used

• Computer, printer, photocopier/scanner, fax, telephone, cart

Qualifications

• Secondary School Diploma with up to two years related experience.
• Proficiency in MS Office and knowledge of PowerSchool and PSP systems; familiarity with OnBase and AS400 systems is an asset.
• Strong communication, interpersonal, problem-solving, and keyboarding skills.
• Knowledge of Board policies and procedures.

Additional Information

• This is a 35-hour/week, 10-month + 1 week, permanent position.

Equity and Inclusion

The Durham District School Board values Indigenous rights, diversity, and inclusivity. We encourage applications from candidates of all backgrounds and are committed to fair and accessible hiring practices. Accommodation will be provided upon request during the application process.

Join DDSB to inspire lives, foster collaboration, and make a meaningful difference in students' lives.