Substitute Secretary

Posting #12-26/27 Hours of Work:
Varied hours and frequency (on an 'as needed' basis)

PURPOSE:

This position performs a variety of secretarial and office related functions including typical secretarial and receptionist duties in addition to more complex duties such as financial, student-related, and organizational functions. This position provides support to administrative, professional, and support staff as well as school-related clients and in doing so must always ensure the safety and security of confidential material.

This position reports directly to the Principal and the Administrative Services Officer.

• Perform standardized clerical, record keeping, data entry, report generation, completion of forms, minute taking, and filing duties.
• Operate computer-based programs for accounting, student, and personnel information as required.
• Prepare various documents as required.
• Receive and screen all inbound telephone calls and visitors to the office and respond to, refer, or redirect as applicable. Program telephone system as required.
• Process, prepare, and distribute mail on a daily basis if required.
• Maintain databases such as student information, marks, attendance, school fees, and other reports as necessary.
• Order supplies using Pcard, and check orders received. Reconcile p-card transactions and submit invoices to Education Centre monthly.
• Schedule appointments and meetings and maintain daily itineraries for administrative staff.
• Assist administrative and professional staff with the preparation of special functions such as presentations, awards presentations, in-service training and graduation.
• Handle requests for current school year student records from other schools or divisions.
• Comply with any and all applicable Board Policies, guidelines and practices, and legislation and regulatory requirements.
• Perform other related duties as assigned.

• Follow up on student attendance and absentees.
• Assist in arranging substitutes for staff replacements when required.
• Process all staff absences using electronic system and forward required information to the Education Centre by email.
• Perform the financial functions required to maintain school based financial records.
• Maintain accurate student records such as registrations, student attendance, transfers and withdrawals, and correspondence, as well as update the Student Data System (SDS) at the school and provincial level.

• Provide support for Inclusive Learning Team.
• Responsible for maintaining the L4U program for specialized equipment and material.
• Design and prepare specialized documents, brochures, and pamphlets.
• Process incoming referrals and set up case conferences with parents and staff for specialized areas.
• Responsible for processing and maintenance of all documentation, reports, forms, and test results into computerized in-house software program.
• Assist with forms and information required by the Ministry of Education.
• Proficient in Students Achieve to support school administrators / teachers / secretaries
• Working knowledge of Maplewood in conjunction with Students Achieve.
• Proficient in Tabpilot Mobile Device Management System.
• Support schools with purchasing apps through the Apple Volume Purchase Plan.
• Ability to restore iPads to working condition.
• Proficient with SRPSD Reporting Service (Workshop Management) and Report Manager.
• Working knowledge of curriculum augmenting software.
• Knowledge and ability to operate student documentation and assessment software - including embedded curriculum and student accounts.
• Meticulous record keeping skills - Destination Imagination, equipment bookings (Chrome Books, 3D Printers) & renewing software.
• Proficient with SRPSD Word Press.
• Proficient understanding of Saskatchewan Curriculum and supporting documents to support the development of new curriculum and the adopting of Locally Developed options

• Typically the required knowledge, skills and abilities are obtained through successful completion of Grade 12 coupled with at least one year of Office Education or secretarial training from a post-secondary institution acceptable to the Board.

• Minimum typing speed of 65 wpm with an error rate of 2% (6 words or less) (certificate of proof required).

• Extensive knowledge of business English, spelling, and grammar.
• Knowledge in basic accounting practices.
• Demonstrated…