Pembina Trails School Division is committed to removing barriers to ensure employment opportunities are accessible for all applicants.  If you require accommodation supports during the recruitment process, please contact:  ao-humanresources-email@pembinatrails.ca

Pembina Trails School Division is committed to the principles of equity, diversity and inclusion.  We encourage applications from members of equity-deserving groups with diverse abilities, backgrounds, cultures, and identities.

ADMINISTRATIVE SECRETARY

START DATE: October 1, 2025

Closing date for applications:

Position Title:                   Administrative Secretary

Department:                    Curriculum, Assessment and Learning Services

Reports To:                      Divisional Principal of Curriculum, Assessment and Learning

Union Status:                   CUPE 5121

Location:                         Administration Office

Hours:                            3.5 hours per day (12-month calendar year) AND

                                      3.5 hours per day (10-month school year)

Annual Salary Range:       $27.01 - $33.57 depending on qualifications

Language Requirement:    English

Job Description Reviewed: September 2025

Purpose of Position

Functions as a member of the Curriculum, Assessment and Learning Services secretarial support team.

Under the direction of the Divisional Principal or designate, the Administrative Secretary is responsible for ensuring support services to a team including but not limited to members of the Curriculum, Assessment and Learning Services team.

Key Responsibilities

Duties include, but are not limited to, the following:

· Daily receptionist duties to relieve the main receptionist.

· Perform general secretarial duties as required by Curriculum, Assessment and Learning Services – reports, memos, letters, schedules, ordering of materials, file management, etc.

· Inventory of learning and support materials as needed.

· Ensure confidentiality of documents, records, correspondence, verbal information and other sensitive material.

· Request sensitive information from outside agencies as required.

· Demonstrate sensitivity and tact when dealing with external organizations, parents and staff.

· Maintain databases, spreadsheets, charts and forms utilizing various computer types and programs (Word, Excel, Mayet and other proprietary software as needed).

· Maintain data-based programs and produce reports based on queries.

· Respond appropriately to requests for information.

Assist staff by

· Typing and distributing reports as required.

· Processing, creating and maintaining electronic or paper files.

· Opening and distributing mail.

· Scheduling meetings.

· Booking and preparing meeting rooms.

· Sorting and categorizing information, attending to detail to ensure accuracy of information and preparing agendas for meetings.

· Attending meetings as required.

· Ordering office and other supplies as required.

Budget management (as required)

· Access budget reports through SDS when required.

· Prepare cheque requisitions when required.

Skills and Qualifications

Skill and Knowledge – Required:

· Grade 12 education or equivalent.

· Typing/keyboarding speed of 55 words per minute.

· Demonstrated proficiency in Windows and Microsoft Office Professional (Excel, Word and Outlook). Testing is required to demonstrate proficiency. Training for proprietary software will be provided to suitable candidate.

· Ability to prioritize workload and manage task completion as required.

· Demonstrated ability to work collaboratively with others as a team member, demonstrated ability to follow divisional guidelines and directions, and demonstrated ability to establish rapport with staff, parents and external stakeholders.

· Excellent oral and written communication skills, demonstrated ability to organize tasks and meet deadlines, work independently and use own initiative.

· Responsibility to maintain discretion with respect to sensitive and/or confidential information.

Skill and Knowledge – Desired:

· Ability to communicate in both official languages, oral and written.

Conditions of Employment

· Police Information Check

· Child Abuse Registry Check

· Completion of Commit to Kids or Respect in Schools training

· Completion of New Employee Safety Training

· Accessible Customer Service and Accessible Employment

· Code of Conduct

Working Conditions & Physical Demands

· Work is in an office environment.

· May require long periods at a desk, reading of lengthy documents, and time in front of a computer.