Executive Secretary - Educational Services

at  Eastern Townships School Board

Details of the position
Job title:
Executive Secretary
School / Centre / Department :
Educational Services (Pedagogical Services and Complementary Services)
Location :
Board Office - Magog, Quebec
Workload & schedule :
35 hours per week
Monday to Friday
Status :
Regular full-time
Effective Date :
As soon as possible
Hourly Rate :
$24.56 - $28.33
Supervisor :
Director of Pedagogical Services & Director of Complementary Services
Nature of the work
In addition to the duties defined in the class of employment of secretary, the principal and customary work of an employee in this class of employment consists in performing, in a relatively autonomous manner, secretarial duties of a complex nature for 2 service directors and 1 assistant director.
Duties of secretary

Description of tasks

• Responds to information requests concerning the follow-up of files and meetings, policies, regulations, or other subjects related to the duties performed and, if necessary, issue reminders
• Handles mail, finds, gathers, and compiles pertinent information
• Within the limits of his or her duties, prepares a draft response
• Forwards mail to the person concerned
• Ensures the follow-up
• Prepares a summary of complicated problems and issues before forwarding them to the person concerned
• Greets visitors to his or her administrative unit, provides any information within his or her competence or refers them to the persons concerned
• As instructed, keeps the agenda of the person or persons for whom he or she works
• Drafts internal documents and ensures necessary updates
• Organizes meetings
• Convenes participants
• Makes the room/ venue reservation
• Sets up the room/venue prior to the meeting (table configuration, material, etc.)
• Purchases and sets up coffee and snacks for the meeting
• Prepares the necessary files
• As instructed, prepares a draft agenda of the subjects received
• Is necessary, attends the meeting and prepares a draft of the minutes or reports
• If need be, travels to the venue to prepare and help with the organization of meetings
• Drafts memorandums or bulletins from brief notes
• Works with others to set up a filing system
• Archives documents for his or her sector according to the policy in effect
• Oversees purchasing for his or her departments
• Prepares the purchasing orders
• Follows up on orders
• Process invoices and ensure that payment deadlines are met
• Code invoices in the appropriate budget
• Monitor the financial statements of the various budgets and grants for both departments
• Prepare mid-year and end-of-year reports for various stakeholders (Ministry of Education, ADGESB, etc.)
• Prepare invoice requests
• Process reimbursement requests
• Process time sheets
• Uses a computer and the necessary software to perform his or her duties related to word processing, database entry, spreadsheets, and in-house programs
• Updates the department websites
• Follows up on electronic mail messages for the departments
• May be required to help, on occasion, colleagues with the common software and programs used
• May be required to train new executive secretaries and to coordinate the work of support staff
• If need be, performs any other related duty

Desired profile

SCHOOLING AND EXPERIENCE

Meet one of the following profiles:

• Hold a Diploma of Vocational Studies in Secretarial Studies
• Hold a Secondary School Diploma, or a diploma or attestation of studies recognized as equivalent by the competent authority AND have four (4) years of pertinent experience

OTHER REQUIREMENTS

• Fluency in French and English (spoken and written)
• Proficiency in Microsoft Office suite (Word, Excel, Sharepoint, Outlook) and the Google environment (Drive, Calendar, Forms, etc.)
• Knowledge of GPI software would be an asset
• Excellent organizational skills
• Good communication and interpersonal skills
• Ability to prioritize tasks
• Discretion (will handle confidential files)

JOB REQUIREMENTS

Required skills:
Diploma of Vocation Studies (DVS)

• Responds to information requests concerning the follow-up of files and meetings, policies, regulations, or other subjects related to the duties performed and, if necessary, issue reminders
• Handles mail, finds, gathers, and compiles pertinent information
• Within the limits of his or her duties, prepares a draft response
• Forwards mail to the person concerned
• Ensures the follow-up
• Prepares a summary of complicated problems and issues before forwarding them to the person concerned
• Greets visitors to his or her administrative unit, provides any information within his or her competence or refers them to the persons concerned
• As instructed, keeps the agenda of the person or persons for whom he or she works
• Drafts internal documents and ensures necessary updates
• Organizes meetings
• Convenes participants
• Makes the room/ venue reservation
• Sets up the room/venue prior to the meeting (table configuration, material, etc.)
• Purchases and sets up coffee and snacks for the meeting
• Prepares the necessary files
• As instructed, prepares a draft agenda of the subjects received
• Is necessary, attends the meeting and prepares a draft of the minutes or reports
• If need be, travels to the venue to prepare and help with the organization of meetings
• Drafts memorandums or bulletins from brief notes
• Works with others to set up a filing system
• Archives documents for his or her sector according to the policy in effect
• Oversees purchasing for his or her departments
• Prepares the purchasing orders
• Follows up on orders
• Process invoices and ensure that payment deadlines are met
• Code invoices in the appropriate budget
• Monitor the financial statements of the various budgets and grants for both departments
• Prepare mid-year and end-of-year reports for various stakeholders (Ministry of Education, ADGESB, etc.)
• Prepare invoice requests
• Process reimbursement requests
• Process time sheets
• Uses a computer and the necessary software to perform his or her duties related to word processing, database entry, spreadsheets, and in-house programs
• Updates the department websites
• Follows up on electronic mail messages for the departments
• May be required to help, on occasion, colleagues with the common software and programs used
• May be required to train new executive secretaries and to coordinate the work of support staff
• If need be, performs any other related dut