Secretary II

Job Details

Are you interested in working with our dynamic and progressive school division to pursue excellence in education for students, professional learning opportunities, a flexible health benefits package, and a workplace that embraces diversity? Then we are the place for you!

Who we are and what we value:

Parkland School Division (PSD) is a large progressive school jurisdiction serving Spruce Grove, Stony Plain, Fort Chipewyan and Parkland County. PSD meets the diverse educational needs of over 12,000 rural and urban students among 23 sites, including outreach schools and alternative education programs.

Our values are what guide us. We strive for learning opportunities that are purposeful, essential, relevant, authentic and responsive while aiming for excellence in achievement. PSD also values trustworthy, respectful relationships that promote resilience as students and staff work towards our Ultimate Goal:
Student Success & Well-being.

The Opportunity:

The Parkland School Division currently has a Full-Time Permanent Secretary II (1.0 FTE) position available at Millgrove School in Spruce Grove, Alberta.

Function and Purpose of Position
Secretary II’s are the frontline representative of the school who are the first point of contact with students, parents and general public. The Secretary II will have strong administrative skills and will support the school’s front office to ensure tasks are completed in a timely manner. Effective interpersonal skills are essential to deal with a variety of situations that arise in a school setting.

A team player approach to all situations is essential with friendly and flexible characteristics are a must.

Secretary II’s may:

• Work under the direction of the Principal and/or designate

• Work independently and collaboratively as part of a team

• Must enjoy working with students, families and the general public

• Must be flexible and prioritize responsibilities as required.

Administration and Instructional Support

• Maintain student information for the school.

• Assists with school program administration using a computer-based software application.

• Update the student records database.

• Record and update information such as student demographics, attendance and general student portfolio data.

• Collect and enter student marks and produce quarterly reports.

• Generate periodic and ad hoc reports.

• Process student registrations by: registering new students and obtaining information from schools from which students have transferred, close registrations for students who transfer out of the school and forward necessary information to schools to which students transfer and maintain CUM records.

• Provide reception and clerical support to school staff: update and compile accurate lists and summaries, process cheque requisitions on request, photocopy and assemble documents, maintain accurate filing systems, typing reports, memos and letters.

• Respond to telephone inquiries, provide information and refer complaints to the appropriate person.

• Greet visitors (including students, staff, parents, school officials and members to the general public) to the office, provide information and assistance or re-direct contacts to other school staff.

• Open and distribute mail.

• Use various computer applications such as word processing and spreadsheets/databases.

• Administer Joint Use Program (where applicable) and/or school space bookings

• Compiles and distributes school timetables by: collecting information from school staff, create, verify and produce a master timetable document, and provide individual extracts to staff and students as required.

• Assist with school accounting activities as required.

• Photocopying and filing.

• Arranging for courier service.

• Manage School Newsletters/Calendars and other Home-School communications, and School Voicemail.

• Update School Website and School Blog updates.

• Supports the front office in place of Secretary III when requested.

Student Assistance and Personal Care

• Provide support, assistance and supervision to students including but are not limited to contacting parents if needed, dispensing medication, monitor students’ condition, etc.

• Assists ill…