School Secretary - C2425/085

at  School District 63 Saanich

District Overview
Driven by our goal of having students thrive in their personal achievements, Saanich Schools provides challenging and engaging educational programs within a safe and nurturing learning environment for the 8,000 students who live and learn here. Our school district is comprised of 18 schools with the singular focus of delivering high quality education so our students can realize their personal goals which include post-secondary and employment opportunities around Canada and the world. Our staff of over 1,300 caring professionals are here to make dreams turn into reality.
PLEASE NOTE: Shortlisting will not occur until after AUGUST 25
Location: Prospect Lake Elementary
Current Shift: 8:00am- 3:41pm Monday to Friday
(Includes 1/2 hour unpaid lunch)10 months per year
Additional minutes per day are included in the ‘Current Shift’ schedule above, which staff are expected to work daily in lieu of the spring break closure week in order to allow employees in continuing and temporary assignments to be paid their regular pay during the spring closure week as per Letter of Understanding-Spring Closure Week.
Pay Rate: $29.24
End Date: December 20, 2024 or Return of Incumbent whichever comes first.

SUMMARY

Under direction of the School Administrator, performs secretarial and accounting duties and manages office operations in the school.

QUALIFICATIONS

Grade 12
Certificate in Office Administration
Four years’ related experience
Demonstrated advanced book-keeping knowledge
Working knowledge of school-based student information systems
Working knowledge of Accounting and Attendance Management systems
Demonstrated ability to compose effective business correspondence in an efficient manner
Demonstrated ability to multi-task and work in an office environment with regular interruptions and tight time pressures

Valid B.C. Class 5 Driver’s License

• Or an equivalent combination of training and experience

DESIRABLE SKILLS

Knowledge of District policies and procedures
Working knowledge of Linux operating systems
Working knowledge of open source word processing software (e.g. LibreOffice)
To Apply
To apply please register with Make a Future or to send us your application via email, please visit www.sd63.bc.ca/careers for contact details. We thank all applicants for their interest, however, only shortlisted applicants will be contacted

Communication
Establishes and maintains effective and efficient communication networks within and between schools, the Board Office, parents, community and government agencies
Maintains the confidentiality of all student/parent/employee discussions and correspondence
Problem solves routine parent/student and employee issues as they arise and consults with administration
Registers and welcomes new students and families to the school including requesting records from previous schools
Withdraws and completes discharge process for departing students including forwarding of records and filling out of Permanent Record Cards
Makes announcements to staff, students and parents using the PA system
Provides information related to school and school district procedures, policies and guidelines related to student activities.
Liaises with VIHA staff and ensures students with medical alerts and related correspondence (e.g. Anaphylaxis/Diabetes Action Plans) is up to date and lists are published
Liaises with VIHA staff to co-ordinate and organize student immunizations
Reviews/consolidates and monitors chronic and critical health care information with the Public Health Nurse and communicates as appropriate with school staff and/or parents
Answers, screens and refers inquiries and when necessary seeks and confirms resolution
Maintains communication with outside agencies on a variety of issues (some extremely sensitive)
Office Operations – General
Oversees and supervises overall office operations for all staff in the office
Monitors compliance at the worksite of student custodial issues and restraining orders
Provides assistance and support to other members of staff
Provides recommendations on office administration and school policies and procedures
Trains, supervises and provides orientation to employees, volunteers and students
Coordinates the orientation of new staff members and establishes access and account information for new staff to the school district email system, student information system, etc.
Maintains log of classroom key distribution and school access swipe cards for staff
Maintains log of incoming and outgoing students and their respective classes
Maintains field trip logs including costs associated with field trips
Arranges appointments, meetings, prepares and circulates agendas, records minutes, co-ordinates office calendar for school events, maintains calendar for the Administrator
Schedules parent-teacher interviews
Dispenses authorized medication and administers emergency first aid to students
Coordinates and maintains the yearly school inventory
Collaborates and works cooperatively with PAC on matters related to fundraising
Generates work orders for maintenance staff
Coordinates the use and completion of WSBC and other SD63 OHS related forms for students and staff
Ensures vacant positions are temporarily filled as needed
Participates as a member of the Critical Incident Response Team
Produces and distributes school newsletters
Office Operations – Accounting
Monitors school budget and account information for public and non-public funds
Monitors and reconciles MasterCard accounts for the school
Prepares and deposits funds, forwards information to the Board Office
Coordinates the purchase and maintenance of equipment, software, hardware and supplies
Maintains and controls a petty cash fund
Office Operations – Staff
Oversees the school attendance records
Reviews staff absence entries for accuracy prior to authorizing at week’s end
Enters and documents employee changes (absences, new hires, assignment changes)
Troubleshoots initial payroll issues/questions for employees at the school
Office Operations – Technical
Maintains and updates student data for Ministry reporting/funding requirements
Liaises with District Placement Office regarding student enrolment numbers
Coordinates and administers information and statistics on students and programs, compiles and updates students’ files, maintains students’ tracking information (including international students)
Prepares complex documents, reports and confidential correspondence and composes documents as needed
Supports and assists staff in the use of office software including word processing, spreadsheet, desktop publishing and school-based student information systems
Provides in-service, troubleshoots problems and arranges for repair on office equipment

Updates school website and oversees school website, ensuring all information is current and accurate

• Performs other assigned duties that are within the area of knowledge and skills required by|

the job description.