Secondary Office Assistant - Permanent - 0.5 FTE

Simplication; Eastern Ontario; On-site; CAD 40,000 - 52,000; Full time

Job summary

Upper Canada District School Board in Ontario invites applications for a Secondary Office Assistant. Under the supervision of the school Administrator, the role provides front line reception, handles student registration, maintains student files, and supports attendance data and reporting in a busy school office.

The position requires a Ontario Secondary School Diploma, a college diploma in office administration or equivalent, plus one year office experience.

Qualifications

• Ontario Secondary School Diploma required.
• One year college diploma in office administration or related field.
• One year office experience required.
• Equivalent combination of education and experience may be considered.

Responsibilities

• Provides administrative support to the school Administrator and office departments by preparing reports and communications.
• Responds to inquiries from students, staff, parents and the public with tact and diplomacy.
• Maintains accurate student files and attendance data, and assists with OSR processes.
• Updates and distributes school communications via social media, website and notices.

Skills

Interpersonal skills

Office software

Data reporting

Web presence management

Email productivity tools

Database aptitude

Organizational skills

Time management

Confidentiality

Education

Ontario Secondary School Diploma

College diploma in Office Administration

One year office experience

Equivalent education/experience

Tools

Excel

SIS (Student Information System)

Office 365/Google Suite

Database applications

Web CMS

Job description

Join The Upper Canada District School Board

Creating Futures, Leading and Learning for All

We are currently accepting applications for Secondary Office Assistant. Under the supervision of the school Administrator, the Secondary Office Assistant provides a high level of service excellence while providing front line assistance and administrative support in the busy hub of the school office environment. Under the direction of the Secondary Office Administrator, this position is responsible for a variety of duties key to the school office management and communication within the school including student registration, maintaining and accurate current student files, providing reception, compiling staff and student attendance data, preparing reports and correspondence.

This position is covered under the UCDSB/CUPE collective agreement. For more information on employment information such as entitlements, pay, staffing, job protection, union security and dues information under the agreement please click here to view it on our external website.

Qualifications and Experience:

• Completion of Ontario Secondary School Diploma.

• One year college diploma in office administration or a related field.
• One year office experience is required.
• An equivalent combination of education and experience may be considered.

Skills Required:

• Ability to interact in a positive manner, using tact and diplomacy, with staff, students, parents and the public and convey information in a clear and concise manner with a focus on service excellence.
• Intermediate proficiency in office software applications.
• Ability to manage and use various spreadsheet, internet and database applications to extract information and filter data for reports.
• Ability to manage and maintain the school’s web presence, social media, electronic signs, and other forms of communication.
• Ability to use email and productivity tools (e.g. creating distribution lists) for school communication.
• Demonstrated technical aptitude to learn and apply new database applications (e.g. school banking software, student information system, staff absence reporting system)
• High level of organizational and time management skills; ability to plan and prioritize work to meet deadlines and to handle a variety of tasks simultaneously.
• Basic understanding and knowledge of accounting procedures is an asset i.e. issue cheques and receipts, prepare bank deposits, maintain petty cash.
• Ability to act as a team player and understand/promote/embody school success plans and system goals.
• Superior ability to work independently and as a positive member of a team.
• Demonstrated ability to maintain confidentiality of information concerning students, staff and community agencies supporting students (e.g F&CS (Family and Children’s Services), OPP)
• Ability to learn new procedures and routines to improve office efficiencies.
• Demonstrated problem solving and conflict resolution skills; handling a variety of conventional problems, questions, or situations.
• Adaptable and ability to deal with crisis and pressures in a calm, caring, professional and respectful way

Duties & Responsibilities:

• Provides administrative support to the school Administrator and administrative office departments (e.g. guidance) by preparing reports, email communications processing letters, creating newsletters, announcements, and other materials, as assigned; assists with copying and distribution, as required.
• With a focus on service excellence, provides information and responds to inquiries and requests from students, parents, staff, outside agency staff, Board staff, parent council members, and the general public via in-person, by telephone or electronically with tact and diplomacy; schedules appointments; monitors voicemail; refers to school Administrator as appropriate.
• Ensures the daily completion of Safe Arrival/Dismissal procedures is adhered to and documented in accordance with Board policy and procedures; uses the daily student attendance reporting student information system to ensure accurate record keeping and reporting.
• Upon request, utilizes various communication methods (e.g. social media, school website, newsletters, and electronic school message boards) to foster an environment of service excellence in customer service and connection with students, staff, and community by creating and maintaining on-going school communications.
• Maintains the accuracy of the student information system through the distribution, receipt and processing of student verification forms.
• Ensures the accurate entry of student transportation busing data; works front line with STEO and busing contractors (as required); prepares emergency busing; ensuring safe student departure from school; walkers and pick up lists.
• Confirms appropriate coverage for teacher absences by assigning on calls or occasional staff in consultation with the school Administrator and ensures that work, procedures (e.g. safety plans) provided by absent staff is provided to replacement staff, when available.
• Maintains the student OSR folder in accordance with Ministry guidelines by:
  • completing school registration forms including related forms, letters, appointments, and liaison with the Health Unit.
  • arranging transfer of OSR’s for incoming and outgoing students within the Board and outside the Board to organize the exchange and ensures the receipt of OSR’s.
  • reconciling information with OSRs/registration/student information system regularly and notifies the appropriate staff of significant student needs i.e. parenting agreements. custody arrangements, life- threatening allergies, privacy of information releases, special needs requirements, etc
• Upon request, assists with the preparation and submission of cyclical Ministry reports; ensures data is extracted from student information system, reviewed, reconciled, and uploaded to Ministry website; submits information to school Administrator for verification of data for sign off/approval within report deadline.
• Updates student attendance when necessary, printing absentee lists, entering late arrivals and early departures, and providing follow-up.
• Completes and submits weekly Student Absenteeism Reporting data as per Ministry guidelines and within timeline requirements.
• Informs Admin of student attendance issues and follows up on student absentee notes e.g. contact parents, completes forms for attendance counselor referrals.
• Signs students in and out of school (admit slips and leave slips), as required, to ensure accurate student attendance/non-attendance records at school.
• May assist in the coordination of events and prepares/obtain supplies (with school Administrator approval) for events e.g. assemblies, open house, parent teacher interviews, staff meetings and graduation, information evenings, parent evenings, school council events, and special events.
• Performs general office duties such as maintaining confidential files, making/scanning copies, setting up and maintaining school filing system (paper and electronic).
• Responds to, prepares, and follows up on homework requests from parents for students.
• Reviews and records student population changes and submits related monthly enrolment reports to the school Administrator for approval.
• Updates pupil grades/home forms at the end of the school.
• Renders minor first aid to students (e.g. bandages, ice packs), as required; may assist in the completion of accident/incident related forms at the request of the school Administrator.
• Upon request, assists in the coordination of approval for the community use application process; confirms that requested venue is available; presents pending applications to school Administrator for approval prior to due date.
• Assists in the ongoing maintenance of school equipment (e.g. photocopier, PA system, computer, telephone) by performing initial troubleshooting of equipment; if problems arise, places call for service to repair.
• Observes and oversees student attendance patterns using the student information system; gathers information required for various reports (e.g. PARFs); produces and distributes report, as requested; communicates patterns of absence to school Administrator.
• Monitors students who have been sent out of class to ensure ongoing student safety and observance.
• Provides administrative support to academic staff with the arrangements associated with school trips or other matters (curricular and extra-curricular) e.g. creating/distributing/collecting electronic event consent forms requiring parental consent, in accordance with Board policy.
• Participates in professional development to acquire and maintain skills in use of various software applications, technical devices and system training (e.g. student information system, social media, website maintenance).
• Demonstrates good attendance and works in a healthy and safe manner in accordance with Ministry and Board policies.
• Produces and distributes report cards (in digital and/or paper format) and student timetables, as required.
• Assists other members of office team, including financial office support duties, as required.
• Performs other duties as assigned.