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.

 

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SCHOOL ADMINISTRATIVE SECRETARY

 

HOURS OF WORK:  7.25 HOURS/DAY

 

START DATE: September 2, 2025

 

 

JOB DESCRIPTION

 

POSITION FOCUS

 

Under the supervision of the principal, the School Administrative Secretary is responsible for ensuring the harmonious and efficient operation of the school office, coordinating the work of the other clerical staff and providing secretarial and accounting services in support of the school’s activities.

 

PRIMARY DUTIES  

• Under the direction of the school administrator, it is ultimately the responsibility of the Administrative Secretary to ensure the thorough and efficient operation for the office. The Admin Secretary is responsible for the work flow to ensure effective operation of the office. Assigned duties will vary from school to school depending on the number of office staff and the needs of the school.
• Ensures confidentiality of school documents, records, correspondence, verbal information and other sensitive material
• Processes and maintains materials as required: (i.e. student records, report cards, student grades, and timetables)
• Responsible for submission of timesheets, absence reports, sub reports and general management of SFE (SmartFind Express)
• Receives processes and/or maintains confidential material for school administration
• Supports school administration in preparing Emergency Preparedness Plan
• Maintains an emphasis on the importance of good public relations and ensures that the office activities reflect this emphasis
• Greets visitors, determines needs and responds appropriately
• Answers telephone, relays/takes messages and responds appropriately to requests for information
• Supports school visitor access protocol
• Management and distribution of mail for consideration by administration and staff
• Composes correspondence for administration
• Prepares routine correspondence, reports, notices, newsletters, memos and agendas
• Creates and maintains email groupings
• Submit IT work orders
• Troubleshoot and process service requests for photocopier(s) and printers
• Registration for Provincial Exams (where applicable)
• Correspondence, data entry and scheduling of appointments for Parent Teacher Conferences
• Prepares monthly/yearly enrolment reports
• Correspondence, scheduling, screening calls, prime support for school administration
• Support Field Trip planning and organization (permission slips, booking buses, etc.)
• Monitors and manages staff/student parking assignments
• Helps to care for sick and injured students and administers basic First Aid when required
• Maintains appropriate First Aid supplies in collaboration with WPSH
• Processes accident reports, WCB claims, in compliance with Divisional requirements
• Liaise with Admin Office Staff
• Other office duties as may be assigned from time to time by school administration

ACCOUNTING

• Makes recommendations for the acquisition of office and general school supplies
• Maintains accurate records of expenditures against budget plan
• Balances monthly bank reconciliations
• Maintains books for school bank accounts, issues cheques and provides necessary reports
• Verifies and receipts cash received and prepares bank deposits and delivers to bank
• Submits monthly recoverables to the Secretary Treasurer’s Department
• Submits purchase orders using software
• Maintains records and prepare annual T4A report

RECORDS MANAGEMENT

• Registration of new students – secure verification (proof of identity and address, Birth Certificate, immigration status as applicable)
• Registration of courses and communication to staff of new enrollment
• Requesting and sending CUM files in accordance with Divisional policy
• Ensure accurate student attendance records
• Create Proof of Enrollment Letters as requested
• Maintenance of Mayet student information
• Configure Mayet for current teacher/room/course assignments
• Pupil File management through Records Management protocol
• Process Out of Catchment/Division Schools of choice applications
• Annual Photo Release and Technology Acceptable Use Forms, distribution and management
• Create necessary reporting for September 30th submissions

URIS

• Management of URIS plans with nurse
• Distribution of medication as required by URIS plan and supporting documentation
• Identify medical needs and ensure proper paper work is processed
• Maintain filing system for current and expired health care plans
• Ensure proper storage of medication
• Assist in arranging for any immunizations by WHRA as applicable
• Ensure staff are made aware of student medical needs and treatment plans

PREFERRED QUALIFICATIONS 

• Relevant post-secondary education or equivalent
• Minimum two years’ experience in related field
• Ability to work cooperatively as a team member
• Accounting experience preferred
• Excellent oral and written communication skills
• A demonstrated ability to establish rapport with students, staff and parents
• Microsoft Office and technology experience applicable to an office environment
• Ability to prioritize work in a fast paced environment and meet deadlines
• Effective word processing skills, ideally 50 wpm minimum