Substitute Secretary

Parkland School Division No 70 Centre for Education; Prince Albert; On-site; CAD 18,000 - 24,000; Part time

Job summary

Saskatchewan Rivers Public School Division is seeking an experienced office support specialist to perform secretarial and clerical tasks in a dynamic school setting. The role includes data entry, record keeping, basic accounting, and reception duties to support administrators and staff.

The position emphasizes accurate record maintenance, use of student information systems, and assisting with events and meetings while upholding strict confidentiality and professional standards.

Qualifications

• Grade 12 plus at least one year of Office Education or secretarial training.
• Typing speed of 65 wpm with ≤2% error.
• Strong knowledge of business English, spelling and grammar.
• Basic accounting knowledge and ability to maintain records.
• Ability to operate office equipment and adhere to board policies and confidentiality requirements.

Responsibilities

• Perform clerical duties including data entry, record keeping, filing, and minute taking.
• Operate accounting, student, and personnel information systems.
• Receive and screen calls and visitors; manage mail and invoices.
• Maintain student records, SDS and other databases; prepare reports.
• Schedule appointments and assist staff with events and presentations.
• Support education centre tasks and maintain documentation across systems.
• Ensure confidentiality and compliance with policies.

Skills

Typing 65 wpm

Bookkeeping basics

Office software

Confidentiality

Communication skills

Education

Grade 12 + secretarial training

Tools

Maplewood

Students Achieve

Tabpilot

SRPSD WordPress

SDS

SRPSD Reporting Service

Report Manager

Job description

Posting #12-26/27

Hours of Work: Varied hours and frequency (on an 'as needed' basis)

PURPOSE:

This position performs a variety of secretarial and office related functions including typical secretarial and receptionist duties in addition to more complex duties such as financial, student-related, and organizational functions. This position provides support to administrative, professional, and support staff as well as school-related clients and in doing so must always ensure the safety and security of confidential material.

This position reports directly to the Principal and the Administrative Services Officer.

DUTIES AND RESPONSIBILITIES:

• Perform standardized clerical, record keeping, data entry, report generation, completion of forms, minute taking, and filing duties.
• Operate computer-based programs for accounting, student, and personnel information as required.
• Prepare various documents as required.
• Receive and screen all inbound telephone calls and visitors to the office and respond to, refer, or redirect as applicable. Program telephone system as required.
• Process, prepare, and distribute mail on a daily basis if required.
• Maintain databases such as student information, marks, attendance, school fees, and other reports as necessary.
• Order supplies using Pcard, and check orders received. Reconcile p-card transactions and submit invoices to Education Centre monthly.
• Schedule appointments and meetings and maintain daily itineraries for administrative staff.
• Assist administrative and professional staff with the preparation of special functions such as presentations, awards presentations, in-service training and graduation.
• Handle requests for current school year student records from other schools or divisions.
• Comply with any and all applicable Board Policies, guidelines and practices, and legislation and regulatory requirements.
• Perform other related duties as assigned.

Duties specific to schools :

• Follow up on student attendance and absentees.
• Assist in arranging substitutes for staff replacements when required.
• Process all staff absences using electronic system and forward required information to the Education Centre by email.
• Perform the financial functions required to maintain school based financial records.
• Maintain accurate student records such as registrations, student attendance, transfers and withdrawals, and correspondence, as well as update the Student Data System (SDS) at the school and provincial level.

Duties specific to Education Centre:

• Provide support for Inclusive Learning Team.
• Responsible for maintaining the L4U program for specialized equipment and material.
• Design and prepare specialized documents, brochures, and pamphlets.
• Process incoming referrals and set up case conferences with parents and staff for specialized areas.
• Responsible for processing and maintenance of all documentation, reports, forms, and test results into computerized in-house software program.
• Assist with forms and information required by the Ministry of Education.
• Proficient in Students Achieve to support school administrators / teachers / secretaries
• Working knowledge of Maplewood in conjunction with Students Achieve.
• Proficient in Tabpilot Mobile Device Management System.
• Support schools with purchasing apps through the Apple Volume Purchase Plan.
• Ability to restore iPads to working condition.
• Proficient with SRPSD Reporting Service (Workshop Management) and Report Manager.
• Working knowledge of curriculum augmenting software.
• Knowledge and ability to operate student documentation and assessment software - including embedded curriculum and student accounts.
• Meticulous record keeping skills - Destination Imagination, equipment bookings (ChromeBooks, 3D Printers) & renewing software.
• Proficient with SRPSD WordPress.
• Proficient understanding of Saskatchewan Curriculum and supporting documents to support the development of new curriculum and the adopting of Locally Developed options

QUALIFICATIONS:

EDUCATION, TRAINING & EXPERIENCE:

• Typically the required knowledge, skills and abilities are obtained through successful completion of Grade 12 coupled with at least one year of Office Education or secretarial training from a post-secondary institution acceptable to the Board.

REQUIRED LICENCES, CERTIFICATIONS & REGISTRATIONS:

• Minimum typing speed of 65 wpm with an error rate of 2% (6 words or less) (certificate of proof required).

KNOWLEDGE, SKILLS & ABILITIES:

• Extensive knowledge of business English, spelling, and grammar.
• Knowledge in basic accounting practices.
• Demonstrated knowledge of methods and procedures used in maintaining an office.
• Knowledge of and ability to operate office equipment.
• Knowledge of and ability to operate within Board policies and procedures.
• Ability to maintain accurate records and documentation and provide recommendations to administrative and professional staff.
• Ability to understand and carry out oral and written instructions.
• Excellent listening skills and ability to maintain a positive attitude.
• Working knowledge of current technology and software associated with the duties and responsibilities of this position.
• Ability to work independently with minimal on-site supervision demonstrating sound judgement and organizational skills to ensure quality of work meets expected standards.
• Communicate in a courteous and respectful manner with students, staff, and the general public.
• Be a contributing team member of the school administrative team and as a staff member.
• Ability to conduct oneself in a manner appropriate to an educational institution that provides services to children including demonstrating strict attention to confidentiality of school operations and student information.

ADDITIONAL INFORMATION :

• A security background check including both a Criminal Record Check and a Vulnerable Sector check will be required
• Must participate in applicable safety training, work-related professional development, in service or courses of study.

CONCLUSION:

The duties and responsibilities listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the role expectations if the work is similar, related or a logical assignment to the position.

The position description does not constitute an employment agreement between the Board of Education and the employee and is subject to change by the Board of Education as the needs of the Employer and requirements of the position change.

SASKATCHEWAN RIVERS PUBLIC SCHOOL DIVISION EMBRACES THE FOLLOWING VALUES AND BELIEFS:

• Everyone is a Learner
• Excellence for Every Learner
• Lifelong and Continuous Learning
• Health, Safety and Wellness
• Accountability, Honesty, Integrity and Respect
• A Positive, Healthy and Enjoyable Work and Learning Environment
• An inclusive and diverse workforce and student population

Saskatchewan Rivers Public School Division Employees are expected to be exemplary role models at all times.