GROUP 4 - PART TIME ELEMENTARY SCHOOL SECRETARY (EXTERNAL)

Applytoeducation; Whitby; Hybrid; CAD 16,000 - 23,000; Part time

Job summary

Durham District School Board is seeking a part-time Administrative Assistant to support the Secretary and Principal with clerical tasks in a school setting. The role includes typing letters, filing, handling mail, and assisting with attendance and student records.

This 17.5-hour position runs Monday to Friday from 9:30 a.m. to 1:00 p.m. A secondary school diploma and basic word processing skills are required, with familiarity in communicating with staff, students, and parents.

Qualifications

• Secondary School Diploma with emphasis in job-related areas.
• Proficiency in word processing and computer keyboarding skills.
• The ability to relate effectively to students, parents, and academic staff.

Responsibilities

• Type letters, reports and newsletters; photocopy materials for school use.
• Open, scan, sort, distribute and file board and postal mail; process outgoing mail.
• Organize and maintain school files; retrieve documents for administration and teachers.
• Assist with attendance records, report cards, and student records maintenance.
• Support school public relations and communications; respond to inquiries courteously.

Skills

Word processing

Keyboarding

Interpersonal skills

Education

Secondary School Diploma

Job description

The Durham District School Board acknowledges that many Indigenous Nations have longstanding relationships, both historic and modern, with the territories upon which our school board and schools are located. Today, this area is home to many Indigenous peoples from across Turtle Island. We acknowledge that the Durham Region forms a part of the traditional and treaty territory of the Mississaugas of Scugog Island First Nation, the Mississauga Peoples and the treaty territory of the Chippewas of Georgina Island First Nation. It is on these ancestral and treaty lands that we teach, live and learn.

This statement was co-created in partnership with the Mississaugas of Scugog Island First Nation and the Chippewas of Georgina Island.

Under the direction of the School Secretary and Principal to assist in maintaining the efficiency and continuity of the operation of the school to assist in communications with staff, students and parents. Duties may vary but will include some of the following:

Key Responsibilities

Provide clerical support

• Type letters, reports, evaluations, newsletters and information to parents from school principal as well as from individual teachers; provide typing support to academic staff
  photocopy materials for school use
  
• Open, scan, sort, distribute and file Board and postal mail; collect and post outgoing mail
  
• Organize and maintain school files; retrieve files, documents and forms for administration and teachers
  
• Order films for school by phone
  
• Assist teaching staff with input and printing of report cards
• Maintain petty cash

Assist with the process of purchasing of school texts and consumables

• Sort staff purchase requests, type on appropriate forms and forward to the purchasing department
  
• On delivery of order, check delivery against invoice, stamp texts, sort and distribute delivered material to staff
  
• Send appropriate invoices and forms to accounts payable department
  
• Trace missing shipments
  
• Maintain adequate supplies
• Record and maintain the school supply accounts

Assist in maintaining school attendance records for staff and students

• on a monthly basis check the teacher registers (daily student attendance) and prepare the monthly attendance report for the principal's review and signature
  
• report teacher absences on computer to dispatchers and request supply, if needed
• administer the student safe arrival program -twice daily check each class' attendance folder -if students don't arrive and parents don't call, then call parents

Assist in maintaining the school's teacher and student records

• Register all new students to the school completing all the necessary forms and providing parents with information
  
• Obtain student records from prior school if necessary and give them to the appropriate staff
  
• Prepare transfers and necessary documents when a student leaves the school
• Update each student file annually

Assist school public relations and communications

• Present at all times a positive image and response to the public
  
• Receive and respond to telephone callers and individuals courteously, in taking messages, in supplying information and in directing callers or visitors to the appropriate person
  
• Inform parents or guardians of any potentially serious problems
• Maintain and protect confidentiality of all matters pertaining to staff and students

Perform such other duties as may be assigned by the Secretary or Principal

Equipment Used

• Computer/printer, electric typewriter, photocopier, adding machine, P.A. system

Qualifications

• Secondary School Diploma with an emphasis in job-related areas of study, and up to six months related employment experience; and/or an equivalent combination of formal education and related employment experience.
• Proficiency in word processing and computer keyboarding skills.
• The ability to relate effectively to students, parents, and academic staff.

Additional Information

• This is a 17.5 hour per week, permanent, 10 month position.
• The current work schedule is Monday to Friday from 9:30 a.m. to 1:00 p.m.
• Provide a current Criminal Background Check with vulnerable sector screening upon hire.

Equity and Inclusion

The Durham District School Board recognizes Indigenous rights are distinct. In the exercise of those rights, Indigenous staff and students shall not be subjected to actions with the aim or effect of depriving these distinct rights.

The DDSB is dedicated to creating a welcoming and inclusive environment for all. We are committed to reflecting the diverse communities we serve and encourage applications from candidates who bring a variety of experiences and backgrounds. We adhere to fair, transparent hiring practices and are committed to equity and accessibility throughout the recruitment process. If you need accommodation during the application process, please let us know, and we will work with you to meet your needs.

Ignite Your Career

At the Durham District School Board (DDSB), we inspire the lives of over 80,000 students. Our diverse communities are places where your impact will be felt every day.

Picture yourself in a workplace where your ideas are celebrated, and your growth is a top priority. Here, collaboration and innovation thrive. Whether you're directly inspiring young minds or providing essential support behind the scenes, your contributions will have a meaningful impact on students and the community.

We welcome you to bring your experiences, your passions, and your talents to our inclusive community. Join us and be part of a team that values your well-being as much as your contributions. Ignite your potential at DDSB and help us make a difference, one student at a time.