Head Secretary – Elementary Schools

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Location: Peel & Dufferin, ON
Experience: 4 years

Contract: $30/hr

Our client, a top School Board in Peel and Dufferin, is seeking an analytical, organized, and multitasking Head 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 support functions. This position is responsible for maintaining an organized and professional office environment to ensure efficient day to day operations of the school are met and the procedures and policies of the Board are followed consistently. This position requires the ability to work without direct supervision and may involve overseeing assigned responsibilities to other secretaries. 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
Interaction with Students, Staff, Parents and Community 30%
Process Registration
Perform receptionist duties in a welcoming and inclusive manner, with effective communication and professional skills
Liaise with the school community, Parish and Community agencies
Manage attendance procedures for students
Uphold safety procedures when interacting with visitors and school community (i.e. office sign in, accepting deliveries and directing visitors).
Budget 30%
Perform bookkeeping duties with all accounts (Petty Cash, Non-Board, School Council)
Manage banking and related documentation with Principal adhering to Board policies and procedures
Utilize current Board accounting software, for budget tracking for revenues and expenditures
Utilize current Board attendance software to verify and track staff absences daily
Liaise with school council treasurer and/or chair
Prepare financial statements/reports as requested or required by the Finance department and/or Board policies and procedures
Administrative 30%
Organize and update files and information
Maintain and distribute up-to-date class lists and student verification binder
Maintain enrollment data and student records for Board required reporting and school use (i.e.OnSIS, student transfers, Student Information Systems, custody agreements, medical alerts, and medical documentation as per board policy and procedures), Manage OSR’s (i.e. filing incoming and outgoing,)
Order and track school purchases
Distribute internal and external mail
Work orders
Publish and distribute school newsletters
Prepare certificates (i.e. graduation)
Utilizing current Board software (i.e. STOPR) to record, manage and distribute transportation information
Utilize current Board attendance software (i.e.WebTRACS) to verify and track staff absences daily, pre-arrange for supply coverage when requested by Supervisor/Designate
Health and Safety 10%
Maintain First Aid equipment and inventory records
Provide assistance when injuries occur and inform appropriate persons regarding injury and/or illness as per Board procedures
Complete accident reports, OSBIE reports, medication distribution logbook and injury logbook
Distribute information on suspected communicable and non-communicable diseases or conditions (i.e. Pediculosis letters, immunization records, health department reports and anaphylaxis)
Prepare and send medical information packages to parents/
Other responsibilities, tasks and/or duties can be assigned.
Total 100%

ADVANTAGES

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

EDUCATION AND EXPERIENCE

  • A minimum of 4 years 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
  • Experience with Student Information Systems, OnSIS, WebTRACS, Supply Chain process, Megamation, Cash Net)
  • First Aid Certification an asset
  • Knowledge in Accounting
  • Effective communication skills

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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