Location: Peel & Dufferin, ON
Experience: 4 years
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|
|Administrative Duties Including Document Management||30%|
|· Responsible for generating various reports, internal and external to the school, including compiling data and information, photocopying and distributing, as required|
|· Provides back up support in cases of absent secretaries in the school|
|· Maintain records for staff re: bus operators and student parking. Issues permits for same|
|· Maintains telephone equipment repair and service|
|· Maintains photocopier repair and service|
|· Participate and assist at school opening and closing procedures|
|· Set up staff mailboxes|
|· Record and assist in the coordination of supply teachers, ensuring they receive lesson plans|
|· Coordinate working schedule for secretarial staff including summer hours|
|· Train new/temporary secretarial staff as required|
|· Maintain First Aid kit|
|· Assist in fire alarm procedures and emergency response including maintaining key control and responsibility for Emergency Response Cabinet (evacuation) and typing of Fire Safety Plan|
|Calculate, prepare and issue documents related to accounts such as bills, invoices, inventory reports, account statements, petty cash, purchasing and other financial statements using computerized and manual systems|
|Enter, verify and reconcile transactions such as accounts payable and receivable, petty cash, purchase orders, cheques, invoices, cheque requisitions|
|Compile budget data and documents based on estimated revenues and expenses and previous budgets|
|Prepare period or cost statements or reports|
|Respond to inquiries, maintain good customer relations and solve problems|
|Perform related clerical duties, such as word processing, maintaining filing and record systems, faxing and photocopying|
|Maintain an inventory of Capital Asset data following Board procedure|
|(With Budget Secretary assigned to the location)|
|The Head Secretary will assume responsibility for the accounting duties relating to non-Board, School funds only|
|Initiate transportation requirements as required|
|Order transportation for field trips, athletic events and retreats|
|Assist Special Services staff as required|
|Distribute school uniforms|
|Share information of suspected communicable diseases with appropriate personnel and the municipality Heath Department|
|Issue dress passes and calls to parents/guardians regarding student uniform issues|
|Responds to injuries by administering first aid, following Board reporting procedures|
|Provides secretarial support for the Principal of the school|
|Updates the Administrators when they return to the school|
|Arranges refreshments for meetings|
|Other responsibilities, tasks and/or duties can be assigned.|
- 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 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 email@example.com, along with a concise explanation on why you would be a good fit!
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