Administrative Secretary E Schools

Responsibilities

Administrative Support:

• Responsible for the daily operation of the school office including overseeing the door, fielding calls, managing counter inquiries, organizing volunteers, managing common spaces, greeting substitute and casual employees, dealing with emergencies, supervising students in the office, and providing support for all staff and students confidentially and with professionalism.
• Assist families with questions regarding fees, over payments/refunds, invoices, tax receipts, online access, and processing waiver forms.
• Arrange and book casual support staff and occasionally substitute teachers due to absences using Smart Find Express.
• Manage, set-up and organize the Parent-Teacher-Conference booking site and assist parents and teachers with bookings, questions, and concerns.
• Manage list of cleared volunteers and process e‑pic letters for potential volunteers, ensuring all volunteers have valid Police Checks before entering classrooms and engaging with students.
• Write articles and prepare the Weekly Update for families ensuring important and timely communication of upcoming events, school activities, reminders, and action items for the school community.
• Manage emergency food supplies to supplement and provide school lunches for students.

Office Management:

• Responsible for all administrative functions related to Finance, Fees, Purchasing, Registrations, Student Records, Volunteers, Emergency Procedures, Communications, and school opening and closing.
• Understand policies, procedures, and legalities related to the Calgary Board of Education to ensure accurate dissemination of information and to properly assist families and the community with questions, problems, and concerns.
• Update and maintain school website, adding dates to the calendar, posting news articles, and ensuring all pages are current and relevant.
• Assist with the coordination of On‑Site, Off‑Site Activities, including coordinating buses, payments, and setup of student fees in Rycor.
• Assist with year‑end and opening activities including classroom configurations, class lists, enrolling students into class sections, updating bell times, updating back‑to‑school information on the school website, completing yearly block bookings, finalizing and maintaining a detailed calendar with activities, assemblies, presentations, school council meetings, school photos, pre‑booked field trips, updating emergency response plans and maps, submitting block bookings, pre‑ordering student supplies, and updating lists and documentation.

Records Management:

• Maintain accurate student records and all administrative activities associated with Power School and School Engage, including student registrations with School Engage, uploads to PASI, monitoring core alerts, processing Demographic forms and volunteer requests, enrolling/withdrawing students, managing contacts and legal guardian access, setting up courses and class enrollments, monitoring staff access and security settings, and ensuring all SIS reports are up‑to‑date and compliant with emergency preparedness processes and procedures.
• Process all student records ensuring proper receipt and transmittal of files within the CBE and out, maintaining accurate records logs and coordinating with Records Management the digitization of student records. Upload documents for digital OSRs directly to PASI.

Bookkeeping (in the absence of a Bookkeeper or Business Manager):

• Maintain accurate and up‑to‑date financial records and assist in the preparation of the budget.
• Conduct monthly analysis of decentralized funds to ensure procurements and disbursements are to the appropriate budget accounts. Review Oracle reports to ensure payroll, expenses, encumbrances, P‑Card expenses and due from school accounts are properly reconciled. Ensure all expenses are claimed and due from school is paid monthly. Review with the Principal Monthly Financial Checklist ensuring all audit requirements are met.
• Prepare purchase orders and receipts for items and services using Oracle. Prepare online orders for school supplies, teacher supplies, and other classroom resources required throughout the year.
• Manage the daily, monthly, and…