Guidance Secretary (E) Kitchener-Waterloo C. and V.S.

Waterloo Region District School Board; Kitchener; On-site; CAD 45,000 - 55,000; Full time

Job summary

A leading educational institution is seeking a full-time Guidance Secretary to support the Guidance Office's operations. The role requires strong organizational and communication skills, as well as proficiency in various software tools. The successful candidate will interact positively with students and staff while managing essential administrative tasks. This position is ideal for individuals with a Secondary School Graduation Diploma and experience in a school office environment.

Qualifications

• Proficiency in MS Office Suite and Google Apps required.
• Ability to work collaboratively and communicate effectively.

Responsibilities

• Support the activities of the Guidance Office and its day-to-day operations.
• Maintain and supervise the distribution of Ontario Student Records.

Skills

Communication

Customer Service

Organizational

Time Management

Education

Secondary School Graduation Diploma

Tools

MS Office Suite

Google Apps for Education

Aspen SIS

WordPress

Job description

Guidance Secretary (E) Kitchener-Waterloo C. and V.S.

Guidance Secretary (E) Kitchener-Waterloo C. & V.S. Educational Services

Applicants will be considered in the following order:

1. Qualified permanent ESS/OSSTF Bargaining Unit employees.
2. Qualified probationary, temporary, and Temporary Hourly Rated (THR) ESS/OSSTF employees.
3. Qualified external applicants (including employees from other Bargaining Units).

Reporting to the Principal through the Office Supervisor, the successful applicant for this Educational Support Staff position, Level E, will support the activities of the Guidance Office and its day-to-day operations. The position is full-time, 35 hours per week, 12 months per year, effective June 2, 2025.

Responsibilities:

• Support the vision, philosophy, and procedures of the school.
• Provide administrative support to the Guidance Office.
• Interact positively with students, staff, and the community.
• Maintain and supervise the distribution, receipt, and storage of Ontario Student Records (OSR) information files.
• Perform computer functions in Aspen, including student scheduling, registration, retiring students, sharing and end sharing students, maintaining credit history, entering SHSM certificates, and managing community service hours.
• Produce reports as needed, including transcripts, SHSM records, and report cards.
• Send and track OCAS and OUAC data for student applications.
• Assist with the preparation and completion of ONSIS submissions.
• Assist in preparing materials for information meetings, including course calendars and course selection materials.
• Maintain inventory of supplies for the Guidance Office.
• Perform other duties as assigned by the Office Supervisor and/or Principal.

Qualifications:

• Secondary School Graduation Diploma required.
• Proficiency in MS Office Suite, Google Apps for Education, Windows, Aspen SIS, and website maintenance/WordPress.
• Knowledge of Ontario School Diploma (OSSD) requirements.
• Ability to work collaboratively and communicate effectively with students, staff, and the community.
• Excellent customer service, interpersonal, organizational, and time management skills.
• Ability to work independently with initiative and handle multiple tasks efficiently.
• Previous experience in a secondary school office is an asset.

Additional Information:

The WRDSB is committed to equity in employment and encourages applications from diverse groups, including Indigenous peoples, persons with disabilities, and members of marginalized communities. Reasonable accommodations will be provided upon request.

Only those selected for an interview will be contacted. No phone calls, please.