Elementary Head Secretary

Position: Permanent Elementary Head Secretary
The Wellington Catholic DSB is committed to equity for all students and staff, and to delivering the highest quality education through a qualified workforce that reflects the diversity of the communities we serve. Upon request, we will provide reasonable accommodation in the hiring process to support applicants with disabilities. Please see the job opportunities page on our website for more details.
Job Posting 26-102
100% PERMANENT ELEMENTARY HEAD SECRETARY – 10 MONTH

Location:

St Francis of Assisi Catholic Elementary School, Guelph

Start Date:

TBA
35 hours per week between 8:00 a.m. and 4:30 p.m. (Scheduled by Supervisor)
Band 4: $32.00 - $36.57/ hour
The Elementary School Head Secretary administers the elementary school office in accordance with Board policies and procedures and provides clerical and secretarial support to the Principal and other staff. The position is generally responsible for correspondence, records management, reporting, bookkeeping and inventory control while interacting in an effective and courteous manner with students, parents, other staff and visitors.

RESPONSIBILITIES AND DUTIES

Responsible for coordinating and monitoring all secretarial jobs assigned to office staff to ensure deadlines are met while providing training and guidance as required

Organization and administration of the elementary school office

Clerical and secretarial support to the Principal and other staff

Compose, type, distribute and file various correspondence within and between the elementary school, the school community, the school board, other agencies and the Ministry of Education

Records management, involving the collection, maintenance and reporting of various information and data pertinent to the operation of an elementary school

Maintain OSR’s in accordance with Board and Ministry Guidelines

Processing of cash, accounts payable, petty cash, purchasing, inventory control and various other bookkeeping and accounting functions, monies for class trips and fundraisers, deposits and reconcile statements, school banking to maintain the operation of the school

Ensure daily Safe Arrival Procedures, make attendance calls and record attendance (in conjunction with the teachers) in student information system

Provides reception support in areas of telephone calls, messages, responding to general enquiries, and assisting students, staff, parents and visitors to the main office

Responsible for daily outgoing mail and the sorting and distribution of all incoming mail and faxes as well as courier services

Maintain student information in student information system and generate reports, i.e. Month end reports, annual reports for the Ministry, report cards

Registration of new students

Assist with the organization of school events i.e. graduation, First Communion, Confirmation

Provide minor first aid to students (band aids, ice packs, etc.) and administer medication as require

Assist Principal and Vice-Principal in monitoring daily replacements of absent employees

Maintain confidentiality of staff and students

Perform other office duties as required by the Principal

REQUIRED QUALIFICATIONS AND EXPERIENCE

Must have a Secondary School Diploma

Successful completion of a one (1) year post-secondary program in office administration including accounting and computer courses

A minimum of 2 (two) years previous experience, preferably in other areas of the education system i.e. an elementary school office or Secretary in a high school

Experience with related computer programs in Microsoft Office, Internal Board Programs including student information system (Power School), SDS, Smart Find Express, School Banking

Demonstrated excellent interpersonal and communication skills, both written and verbal, with parents, students, external contacts

Proven ability to compose routine correspondence for format, composition, grammatical, and typographical accuracy

Strong organizational, time management and prioritization skills

Demonstrated ability to work independently as well as part of a professional team

Have sound judgment, excellent analytical and problem solving skills, tact and diplomacy

Have the ability to divert attention from one task to another in order…