Copy - Secretary - Secondary - Long Term Assignment

Peterborough Victoria Northumberland and Clarington Catholic District School Board; Bowmanville; On-site; CAD 40,000 - 50,000; Full time

Job summary

PVNCCDSB is seeking a Secretary - Secondary for a long-term assignment. The role provides full secretarial support to the school, handling documents, correspondence, and reports.

Duties include greeting visitors, scheduling meetings, maintaining records, processing orders, and coordinating substitute teacher timetables.

Qualifications

• Requires OSS D and one year of related secretarial training or equivalent.
• Proficient in word processing and spreadsheet software.
• Ability to manage confidential information and maintain records.
• Strong oral and written communication skills.
• Ability to multitask and prioritize clerical duties at a school.
• Experience with office equipment and public interfacing.
• Knowledge of school policies and government guidelines is an asset.

Responsibilities

• Answer telephone and counter inquiries; relay messages and screen calls.
• Greet visitors including officials, substitute personnel, and the public.
• Schedule appointments, meetings, and conferences; arrange follow-ups.
• Prepare and distribute correspondence, reports, and documents; handle confidential materials.
• Maintain record management system and student/ staff records.
• Process purchase orders and manage school-related administrative tasks.
• Arrange timetables for substitute teachers and coordinate with staff.

Skills

Word processing

Spreadsheets

Data entry

Clerical tasks

Education

OSSD + 1 year of Office Administration/Secretarial/Business or equivalent

Job description

Secretary - Secondary - Long Term Assignment

35 hours per week

Job Function:

Provide all required secretarial services to the School through the preparation, organization, and distribution of documents, correspondence and reports. Respond to inquiries; maintain files and records; process purchase orders, mail and courier materials.

Job Description:

• 1. Answer telephone and counter enquiries; relay messages, screen incoming calls; place telephone calls.
• 2. Greet and assist visitors such as officials, substitute and resource personnel, and the public.
• 3. Schedule and/or arrange appointments, meetings, facilities, conferences and execute follow-up procedures as required
• 4. Prepare, distribute, track and/or type correspondence, reports, spreadsheets, documents. This may include materials of a confidential nature such as staff evaluations.
• 5. (Implement and) maintain the Board’s record management system.
• 6. Maintain office and student records, i.e.; O.S.R., Student Information Systems (Edsembli), staff lists ect.
• 7. Receive, verify, record and report information pertaining to student attendance, health, safe school.
• 8. Process mail and courier materials and distribute Board
• 9. Process student admissions, transfers, retirements and timetable revisions.
• 10. Assist in processing and securing applications for school tax support.
• 11. Process purchase orders.
• 12. Arrange timetables of substitute teachers and resource personnel and assign regular teacher "on-calls" where applicable.
• 13. Receive, verify, distribute and/or assist with the storage of school supplies and equipment, and execute follow-up procedures.
• 14. Duplicate, collate and assemble materials.
• 15. Maintain petty cash float and records from fund collections, i.e., locker rentals, graduation ceremonies, etc.
• 16. Assist the Principal with school banking procedures as directed; which may include collection, deposit preparation, and reconciliation of monies for tips, performances, etc.
• 17. Assist with the organization, coordination and arrangements for student transportation.
• 18. Instruct personnel in the operation of office equipment.
• 19. Assist with the arrangements for service and/or repair of office, audio-visual equipment and computers where applicable.
• 20. Assist with, and/or complete as required, medical logs as per Board policies 370.01 and 368.

Job Requirements:

• 1. Requires O.S.S.D., plus one year of Office Administration, Secretarial/Business or equivalent.
• 2. Requires knowledge and skill in the use of computers for projects such as spreadsheets, graphics, data input and retrieval, word processing. Requires demonstrated proficiency in word processing and spreadsheet applications.
• 3. Requires knowledge of pertinent Government legislation and Ministry and Board policies, directives, regulations and procedures.
• 4. Requires operating various office equipment (i.e. photocopier, calculator, public address system, etc.)
• 5. Requires a high level of oral and written communication skills; the ability to perform the clerical duties required at the school; the ability to multitask and prioritize.
• 6. Requires communicating effectively and working cooperatively with students, Board personnel, parents, parish community, municipal organizations and agencies and the general public.
• 7. The ability to maintain, in the strictest confidence, information received concerning any school or staff matter.

PVNCCDSB is committed to achieving excellence in Catholic education.We leverage our inclusive organizational culture to further build upon our dynamic and diverse workforce, reflective of the communities we serve. In accordance with the Accessibility for Ontarians with Disabilities Act (AODA) and the Ontario Human Rights Code (OHRC), PVNCCDSB will work collaboratively and respectfully with you in all stages of the recruitment process and throughout your employment. For further information about what accommodation and accessibility look like at PVNCCDSB please refer to our website. If you require accommodation at any stage of the hiring process, please contact our Human Resources Department at 705-748-4861.

In accordance with the Municipal Freedom of Information and Protection of Privacy Act, the personal information provided is collected under the Education Act and will be used to determine eligibility for employment.