Sub-Caller Secretary B

Applitrack; Southwestern Ontario; On-site; CAD 19,000 - 26,000; Full time

Job summary

Applitrack's Elgin High School seeks a Sub-Caller Secretary B to manage substitute placement and attendance, ensuring smooth school operations. The role emphasizes confidentiality, strong communication, and timely handling of absence data in a fast-paced environment.

The position requires a high school diploma and preferred secretarial experience, with responsibilities including translation support, registration assistance, and coordination with staff.

Qualifications

• High School diploma or equivalent.
• Three years of secretarial experience preferred.
• Knowledge of Absence Management System and workforce tools preferred.
• Proficiency with Microsoft Office and Google applications.
• Ability to manage multiple tasks with attention to timelines.

Responsibilities

• Facilitate efficient placement of substitute teachers and support an assigned department.
• Serve as the Absence Management System Gatekeeper and ensure classroom coverage.
• Provide period-by-period classroom coverage as needed.
• Assist with registration and translation of documents as needed.
• Maintain attendance records and reconcile absence data weekly.
• Collaborate with district sub-callers to fill open positions.

Skills

Absence Management System

Workforce

MS Office

Google Apps

Multitasking

Infinite Campus

Secretarial experience

Education

High School diploma

Tools

Absence Management System

Workforce

Microsoft Office

Google Workspace

Infinite Campus

Job description

• Position Type:
  Secretary / Clerical/ Secretary
  
• Date Posted:
  9/25/2026
  
• Location:
  Elgin High School
  
• Date Available:
  11/24/2026
  
• Closing Date:
  06/01/2027

Position / Title: Sub-Caller Secretary B

Bargaining Unit: DUSA Department/Location: Secondary Schools Instruction & Equity

Work Days: 211 Reports To: Building Principal & Associate Principal

JD Revision Date: 08/04/2023 Supervises: N/A

Function / Position Summary

The secretary is a critical role and is expected to organize, establish and maintain an environment that is responsive and respectful to students, staff, parents, and community partners. The secretary ensures safe and effective school operations through office management, communications, collaboration with other staff, and directed procedures. The person in this position must exercise strong time management, multitasking, and prioritizing skills and utilizing excellent verbal and written communication skills to ensure all timelines are met. Maintain confidentiality of student/staff information in the school and community.

Job Duties / Responsibilities

• Facilitate the efficient placement of substitute teachers and support an assigned department.
• Serve as the Absence Management System "Gatekeeper", assuring classroom coverage for absent teachers throughout the day.
• Provide period-by-period classroom coverage as needed.
• Provide building orientation for substitute teachers as needed.
• Assist substitute teachers with Workforce System, inputting/correcting time and labor issues as they arise.
• Reconcile all absence data weekly to assure accuracy is maintained in the system.
• Collaborate with other district sub callers to assist in filling their positions when able.
• Attend professional development trainings as required.
• Maintain and report attendance records for all certified staff.
• May translate registration documents and phone calls as needed.
• May assist with registration as needed.
• May translate for the main office and dean's office as needed.
• Assist with walk-in requests for information.
• Other duties as assigned.

Education

• High School diploma or equivalent required.

Experience / Knowledge

• Knowledge of Absence Management System (preferred).
• Experience with Workforce (preferred).
• Ability to work well in fast-paced professional environment and operate with a sense of urgency in accomplishing goals and objectives while maintaining a customer focus.
• Working knowledge of Microsoft Office suite and Google applications.
• Ability to manage multiple concurrent projects, setting priorities to meet assigned timelines.
• Familiar with online student information systems (i.e. Infinite Campus) preferred.
• Three years of secretarial experience preferred.

Physical Demands

• Ability to work on a computer/telephone over the major portion of the day.
• Ability to lift up to 25 pounds.

SECRETARIAL CLASSIFICATION CRITERIA

(As defined in the 2022-2026 Agreement between District U-46 Secretarial Association and the Board of Education)

CLASSIFICATIONA (Proficientlydemonstratesallcriteria listed)

• Abilitytocommunicateandinteractwithstaffandco-workersin a professional manner
• Demonstratespositivecustomerserviceskills
• Demonstrates confidentiality
• Ability to work independently
• Ability to prioritize tasks Demonstrates organizationalskills
• Keeps accurate filing
• Maintain appropriate inventories and online file management
• Able to use office machines (ex. laminator, fax, intercom, phone, copier)
• Accurate typing/keyboarding
• Working knowledge of computer programs
• Willingness and ability to learn

CLASSIFICATIONB (Proficientlydemonstratesallcriteria listed, including classification A)

• Perform receptionduties
• Utilizeexcellentwrittenandverbalcommunicationskills (parents, staff and students)
• Responsiblefortrackingandbalancingbuilding/department expenditures (if applicable)
• Working knowledge of computer programs Word and Excel
• Willingnesstolearnandbecomeproficientinadvancedapplicationsandspecializedcomputerprograms(MailMerge, Student Information Systems, Business Portal, etc.)

Terms of Employment

• This is a 10 month position (211 days).
• Salary and benefits as established by the Board of Education and set forth in the collective bargaining agreement as applicable.
• The starting rate for this role is $16.31/hr.