Assistant Secretary – Elementary Schools

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Location: Peel & Dufferin, ON
Experience: 1-3 years
Contract: $19/hr

Our client, a top School Board in Peel and Dufferin, is seeking an analytical, organized, and multitasking Assistant Secretary to be part of their team on a contract basis. Long term potential!
Under the direction of the Supervisor/Designate, this position is responsible for providing various administrative and secretarial support as required to the Principal, Vice Principal, Head Secretary, Teachers, students to ensure efficient day to day operations of the school are met and the procedures and policies of the Board are followed consistently. Maintaining confidentiality is a requirement for this position. This description is a summary of the typical functions of the job and is not to be considered an exhaustive or comprehensive list of all possible job responsibilities, tasks, and duties.
The working hours will correspond with the individual institution’s timetable and school holidays. Selected applicants for this role would require a vulnerable sector screening check.

KEY RESPONSIBILITIES % of Time
Administrative Focus

Assists in maintaining a current computer student database to ensure correct information by utilizing approved Board database software and all reports and forms are accessible
Maintains and ensures Safe Arrival Program is accurate and completed in a timely manner
Contacts parents/guardians for absence verification to ensure student safety when necessary
Organizes and orders Standard Supplies for teachers and office
Receives and distributes shipments to ensure correct allocation.
Ensures all purchasing paperwork is completed and copies sent to Board office
Contacts and reviews with Supply Companies for all discrepancies
Determines and reorganizes OSR’s at the end of the year or as required
Prepares and assists with registrations, include new, transfers, JK/SK registration night and school start-up
Highlights and informs school staff of high alert medical or legal situations

50%
Secretarial Focus

Receives, distributes, or photocopies newsletters, flyers, mail, information, forms, booklets, deliveries, couriers etc.
Monitors school master calendar of events, produces and distributes weekly update for staff
Inputs information, create and print Field trip manifest for teachers trips
Maintains and prints updated class lists, staff extension and room information lists
Maintains photocopiers and printers, places service calls and monitors paper usage
Identifies and compiles student family names for email distribution
Encourages and promotes regular communications within the school
Regularly required to sit, stand, walk, talk, hear, operate a computer, hand-held learning devices and other office equipment, reach with hands and arms, and must occasionally lift and/or move up to 10 pounds.

30%
Student Focus

Provides assistance when injuries occur and inform parents/guardians of accidents or illness in accordance with school protocol
Refers students to Principal or Vice Principal
Monitors outgoing calls made by students
Verifies legitimacy of student notes and verbal requests to ensure student safety
Ensures lunch or snacks, from office, are given to students who have none
Acknowledges and directs late arriving or early departing students
Monitors and informs administration of students who are frequently late or absent

10%
Public Relations Focus

Receives and relays all messages to staff and students
Responds positively and informatively to general inquiries and refers to the appropriate individual
Acknowledges, welcomes and directs all visitors, guests and volunteers through the office
Resolve situations with students and parents
Provide back up support for other team members
Other responsibilities, tasks and/or duties can be assigned.

10%

ADVANTAGES

Hours of the position are Monday to Friday from 8:00 am – 3:00 pm EST

EDUCATION AND EXPERIENCE

A minimum of 1 year of recent relevant office experience
Secondary School Diploma
Experience working in a fast-paced working environment.
Proficient in the use of Board provided computer-based technologies to create, manipulate, store and retrieve information, and communicate with others
Preferred experience in an educational setting
First Aid Certification an asset

SKILLS AND COMPETENCIES

Excellent verbal and written communication skills
Strong attention to detail with the ability to multi-task effectively.
High level of professionalism with and familiar with working with confidential information
Proficient time management and organizational skills attributes.
High-level customer service and people skills
Demonstrated analytical and problem-solving skills.
Ability to work independently while understanding the importance of engaging appropriate members of the senior team for awareness or guidance and/or escalating issues as appropriate

If you feel that you would be a great addition to the team, you can apply by either clicking the “Apply Now” button or by sending your resume to neximcss@neximcare.ca, along with a concise explanation on why you would be a good fit!

Nexim Corporate Support Services, a division of NEXIM Group Canada is committed to building a diverse workforce reflective of the diversity of Canada. As a result, we promote employment equity and encourage candidates, especially those who identify as a woman, an Aboriginal person, a person with a disability or a member of a visible minority group, and any others who may contribute to the diversification of our workforce, to apply.Nexim Corporate Support Services, Canada is also committed to developing inclusive, barrier-free selection processes and work environments. If contacted in relation to a job opportunity, you should advise your Nexim Recruitment Representative or your local Nexim Recruitment branch in a timely fashion of the accommodation measures which must be taken to enable you to be assessed in a fair and equitable manner. Information received relating to accommodation measures will be addressed confidentially.For all feedback on equity and accommodation needs, please contact your local Nexim Recruitment Canada Branch.
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