School Secretary

Environment, Conservation and Parks | Environnement, Protection de la nature et Parcs; Belleville; On-site; CAD 39,000 - 45,000; Part time

Job summary

The Ontario Public Service (OPS) seeks two irregular on-call Office Administrators for the Sagonaska Demonstration School, part of the Provincial and Demonstration Schools Branch. These on-call positions involve a variety of administrative tasks and require flexibility to work as needed across the school’s operations in Belleville.

Responsibilities include preparing documentation, managing schedules, handling inquiries, and supporting PowerSchool and School Messenger systems.

Qualifications

• Advanced administrative/secretarial experience.
• Working knowledge of School Messenger.
• Experience with managing the Student Information System.
• Experience with managing the PowerSchool database.
• Experience with Safe Schools Arrivals and Departures.
• Demonstrated knowledge of office practices and administrative procedures.
• Experience with MS Office and other standard software.
• Preparing, formatting and coordinating correspondence and documents.

Responsibilities

• Prepare documentation and correspondence (memos, reports, research, presentations).
• File, retrieve and distribute correspondence.
• Take meeting minutes and notes.
• Provide reception services and handle inquiries; monitor building access.
• Arrange travel and meetings for the Principal.
• Manage Principal's schedules and calendars.
• Maintain supplies and purchasing records; reconcile purchasing.
• Prepare and maintain financial contracts.
• Manage the Student Information System (Power School).
• Coordinate with Safe Schools Arrivals and Departures.

Skills

Advanced administrative/secretarial

School Messenger

Student Information System

PowerSchool database

Safe Schools Arrivals and Departures

Office practices & procedures

MS Office suite

Correspondence/document preparation

Supply purchasing/receiving

Tools

PowerSchool

School Messenger

Google Suite

Microsoft Outlook

Job description

Provincial and Demonstration Schools Branch

2 Temporary – Irregular, On-Call/Supply position (to work on an as needed basis)

09OAD - Office Administration 09

$28.14 - $32.82 Per hour*
*Indicates the salary listed as per the OPSEU Collective Agreement.

Competition # PDSB26-159

“We are looking to hire 2 irregular on-call/supply positions”

The Sagonaska Demonstration School, Ministry of Education is committed to providing a safe place where students, families and staff find support to learn, grow and discover. At our Demonstration Schools, we provide a specialized student lodging program for students with severe learning disabilities whose education needs cannot be met in their local school boards. The schools are known for being forward-thinking and technologically advanced.

Do you want to make a difference in the lives of students with severe learning disabilities? Do you have a background in child development and experience in a childcare related field? If so, this career opportunity will be of interest to you.

About the job

What can I expect to do in this role?

• Prepare a variety of documentation, and correspondence such as memos, reports, research documents, presentation materials.
• File, retrieve and/or distribute a variety of correspondence.
• Take meeting minutes and notes.
• Provide reception services/answer calls/greet visitors/respond to general inquiries and monitor building access.
• Make travel arrangements and set up meetings and event locations for the Principal.
• Manage the school Principal's schedules and calendars.
• Maintain and order supplies as required using a purchasing card and maintain/reconcile purchasing records.
• Prepare and maintain financial contracts.
• Manage the Student Information System, Power School software.
• Knowledge/Experience of the Safe Schools Arrivals and Departures.
• Knowledge/Experience maintaining Ontario Student Records.
• Undertake various other clerical and administrative tasks as assigned.
• Ability to work on-call hours as required.

Knowledge and Experience

You have:

• Advanced administrative/secretarial experience.
• Working knowledge of School Messenger.
• Experience with managing the Student Information System.
• Experience with managing the PowerSchool database.
• Experience with Safe Schools Arrivals and Departures.
• Demonstrated knowledge of office practices and administrative procedures.
• Experience and proficiency using various software programs, including word processing, presentation, spreadsheet and database software.
• Proficiency in preparing, formatting and coordinating a range of correspondence and documents.
• Maintain and order supplies as required and prepare financial statements/reports and deliver in alternate formats as necessary.

Technical Skills

You have:

• Demonstrated experience using personal computers and software applications to prepare correspondence, presentations, spreadsheets, databases, Microsoft Outlook and other standard software applications including Google Suite, School Messenger, PowerSchool.
• Demonstrated experience using office equipment including photocopiers and facsimile machines.

Organizational, Reasoning and Problem-Solving Skills

You have:

• Organizational, time management and administrative skills to organize high volume of administrative and secretarial services, to set priorities and meet deadlines, to ensure a coordinated and efficient flow of information within office, program and school areas.
• Reasoning skills to determine what matters should be given priority when performing a variety of different administrative tasks with conflicting deadlines.
• Reasoning and problem solving skills to determine appropriate action for sensitive inquiries.
• Knowledge of Privacy Laws and Confidentiality.

Communication and Customer Service Skills

You have:

• Proven verbal communication and interpersonal skills to communicate with and provide information to clients in a courteous and professional manner, on the telephone, electronically and in person.
• Proven written communication skills to draft letters and memos.

How we support diversity, inclusion and accessibility

We are building an inclusive workforce that reflects the communities we serve. We encourage everyone interested in working with us to apply, including people with disabilities, Indigenous, Black and racialized individuals, as well as people from all ethnicities, cultures, sexual orientations, gender identities and gender expressions.

Our hiring process is accessible, consistent with Ontario's Human Rights Code and the Accessibility for Ontarians with Disabilities Act, 2005. We are working to prevent and remove barriers in our hiring processes and can offer accommodation to address specific needs related to Code-protected grounds such as disability, family status and religion. For more information about accommodation during the hiring process please contact us.

Learn more about the work the OPS is doing to create an inclusive, anti-racist, accessible and diverse workplace:

• diversity, equity and inclusion initiatives
• accessibility
• Anti-Racism Policy

• 2 English Temporary - Irregular On-Call, duration up to 10 months, 350 Dundas St W, Belleville, East Region, Vulnerable Sector Check
• About security checks:
  A criminal or other federal offence record does not automatically disqualify you from the position. We consider each situation based on the position's responsibilities.
  If a check is needed and you've lived outside of Canada in the past 5 years for 6 or more months in a row, or if you are not a Canadian resident, you'll need to provide an out-of-country police clearance certificate from the country you lived in.
  Employment screening checks are only reviewed and evaluated by the Transition and Security Office, which also maintains them and keeps them strictly confidential.

Information collection notice

We are collecting your personal information to assess how well you meet the qualifications for employment with the Ontario Public Service, and for related recruitment purposes. The collection of personal information is necessary to the proper administration of OPS Careers, which is an authorized common service in accordance with s. 6 of the Ministry of Government Services Act, R.S.O. 1990, c. M.25.

Please do not include any more personal information than is needed for your application (for example, do not include your photograph or social insurance number).

If you have any questions about how your information is collected, used, shared or saved, please contact us .