School Secretary (Replacement)

at  Eastern Townships School Board

Details of the position
Job title:
Centre Secretary
School / Centre / Department :
New Horizons Adult Education Centre
Location :
Sherbrooke, Quebec
Workload & schedule :
35 hours per week
Monday to Friday
Status:
Replacement (undetermined)
Effective Date :
Monday, November 11, 2024
Salary :
$ 24.86 - $ 29.53 per hour
Supervisor :
C
Centre director
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 ensuring, as instructed or in conjunction with others, the smooth operation of the school or centre by assuming the responsibility and coordination of the administrative tasks of school or adult education or vocational training centre secretaries.

Description of tasks

• Plans and organizes secretarial work so that the school or centre complies with the various administrative obligations associated with the school board, the ministries and various organizations and meets the deadlines of the operations and the various school or centre activities
• Carries out the follow-up and the appropriate reminders;
• Takes note of the administrative procedures related to his or her tasks so that he or she may comply thereto and, if necessary, inform the persons concerned about them.
• Responds to requests and complaints and tries to resolve problems within his or her competence
• In the absence of the administration and as instructed, the employee provides information on the decisions and directives normally applicable to the problems reported to him or her.
• Compiles the necessary information for the preparation of the budget, participates in preparing it, monitors it and prepares reports on the budget balances
• Keeps the accounting books of the school or centre and of extracurricular activities, pays invoices and other accounts and makes bank deposits; signs cheques jointly, reconciles accounts, keeps a petty cash and collects funds raised during fundraising events.
• Compiles requests for material from school or centre staff, carries out the necessary calculations, verifies budget allocations and prices with suppliers; purchases goods or fills out purchase orders as well as receives and distributes goods according to the policy in effect
• Keeps a school supply store. He or she draws up the physical inventory of the school’s or centre’s immovables and of library books. As regards the repair of material and equipment, he or she requests the appropriate services and ensures that the necessary repairs are made.
• Prepares the list of persons available for teacher substitution and, as requested, ensures that absent employees are replaced
• Keeps registers and files concerning, among others, student registration and placement, staff and student absences, temporary staff payroll, school exams, report cards, declaration of student enrolment and student transportation; verifies the necessary data, enters it, produces and forwards reports; fills out forms.
• Responds to students’ needs: conveys, in unusual circumstances, specific and pertinent messages to students, parents and school or centre staff and, if necessary, reminds those concerned; according to the policy in effect and within his or her competence, the employee takes the appropriate measures in emergency situations; may be required to supervise students in exceptional circumstances and for short periods; if necessary; administers first aid; completes the reports required.
• Responds to information requests on the follow-up of files and meetings, policies, regulations or other subjects related to the duties performed and, if necessary, reminds those concerned;
• Forwards the pertinent documentation
• Handles the mail as well as finds, gathers and compiles pertinent information; within the limits of his or her duties, the employee prepares a draft response, forwards it to the person concerned and ensures the follow-up; prepares a summary of complicated problems and issues before forwarding them to the person concerned
• Organizes meetings, convenes participants and prepares the necessary files; he or she prepares, as instructed, a draft agenda of the subjects compiled and, if necessary, attends meetings and prepares a draft of the minutes or reports.
• Drafts memorandums or bulletins from brief notes; takes part in setting up a filing system; archives school or centre documents according to the policy in effect
• May be required to train new school or centre secretaries and to coordinate the work of support staff.
• If need be, he or she 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 and have 4 years or pertinent experience
• Hold a diploma or attestation of studies recognized as equivalent by the competent authority and have 4 years of pertinent experience

OTHER REQUIREMENTS

• Fluent in French and English, oral and written
• Knowledge of the the MS Office suite (Word, Excel, Outlook)
• Hold a certificate dated no more than three (3) years attesting to the successful completion of
• a standard first aid course of a minimum eight (8)-hour duration
• a refresher course of a minimum six (6)-hour duration updating the skills acquired in the course mentioned in subparagraph 1.

JOB REQUIREMENTS

Required skills:
First Aid Certification
Diploma of Vocation Studies (DVS)

• Plans and organizes secretarial work so that the school or centre complies with the various administrative obligations associated with the school board, the ministries and various organizations and meets the deadlines of the operations and the various school or centre activities
• Carries out the follow-up and the appropriate reminders;
• Takes note of the administrative procedures related to his or her tasks so that he or she may comply thereto and, if necessary, inform the persons concerned about them.
• Responds to requests and complaints and tries to resolve problems within his or her competence
• In the absence of the administration and as instructed, the employee provides information on the decisions and directives normally applicable to the problems reported to him or her.
• Compiles the necessary information for the preparation of the budget, participates in preparing it, monitors it and prepares reports on the budget balances
• Keeps the accounting books of the school or centre and of extracurricular activities, pays invoices and other accounts and makes bank deposits; signs cheques jointly, reconciles accounts, keeps a petty cash and collects funds raised during fundraising events.
• Compiles requests for material from school or centre staff, carries out the necessary calculations, verifies budget allocations and prices with suppliers; purchases goods or fills out purchase orders as well as receives and distributes goods according to the policy in effect
• Keeps a school supply store. He or she draws up the physical inventory of the school’s or centre’s immovables and of library books. As regards the repair of material and equipment, he or she requests the appropriate services and ensures that the necessary repairs are made.
• Prepares the list of persons available for teacher substitution and, as requested, ensures that absent employees are replaced
• Keeps registers and files concerning, among others, student registration and placement, staff and student absences, temporary staff payroll, school exams, report cards, declaration of student enrolment and student transportation; verifies the necessary data, enters it, produces and forwards reports; fills out forms.
• Responds to students’ needs: conveys, in unusual circumstances, specific and pertinent messages to students, parents and school or centre staff and, if necessary, reminds those concerned; according to the policy in effect and within his or her competence, the employee takes the appropriate measures in emergency situations; may be required to supervise students in exceptional circumstances and for short periods; if necessary; administers first aid; completes the reports required.
• Responds to information requests on the follow-up of files and meetings, policies, regulations or other subjects related to the duties performed and, if necessary, reminds those concerned;
• Forwards the pertinent documentation
• Handles the mail as well as finds, gathers and compiles pertinent information; within the limits of his or her duties, the employee prepares a draft response, forwards it to the person concerned and ensures the follow-up; prepares a summary of complicated problems and issues before forwarding them to the person concerned
• Organizes meetings, convenes participants and prepares the necessary files; he or she prepares, as instructed, a draft agenda of the subjects compiled and, if necessary, attends meetings and prepares a draft of the minutes or reports.
• Drafts memorandums or bulletins from brief notes; takes part in setting up a filing system; archives school or centre documents according to the policy in effect
• May be required to train new school or centre secretaries and to coordinate the work of support staff.
• If need be, he or she performs any other related duty