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Job Location | Sidney, BC |
Education | Not Mentioned |
Salary | Not Disclosed |
Industry | Not Mentioned |
Functional Area | Not Mentioned |
Job Type | Full Time |
District OverviewDriven by our goal of having students thrive in their personal achievements, Saanich Schools provides challenging and engaging educational programs within a safe and nurturing learning environment for the 8,000 students who live and learn here. Our school district is comprised of 18 schools with the singular focus of delivering high quality education so our students can realize their personal goals which include post-secondary and employment opportunities around Canada and the world. Our staff of over 1,300 caring professionals are here to make dreams turn into reality.Current Shift: 8:00am- 3:30pm Monday to Friday(Includes 1/2 hour unpaid lunch)10 months per year while regular classes are in sessionPay Rate: $27.92JOB DESCRIPTIONPOSITIONSchool SecretarySUMMARYUnder direction of the School Administrator, performs secretarial and accounting duties and manages office operations in the school.DUTIESCommunicationEstablishes and maintains effective and efficient communication networks within and between schools, the Board Office, parents, community and government agenciesMaintains the confidentiality of all student/parent/employee discussions and correspondenceProblem solves routine parent/student and employee issues as they arise and consults with administrationRegisters and welcomes new students and families to the school including requesting records from previous schoolsWithdraws and completes discharge process for departing students including forwarding of records and filling out of Permanent Record CardsMakes announcements to staff, students and parents using the PA systemProvides information related to school and school district procedures, policies and guidelines related to student activities.Liaises with VIHA staff and ensures students with medical alerts and related correspondence (e.g. Anaphylaxis/Diabetes Action Plans) is up to date and lists are publishedLiaises with VIHA staff to co-ordinate and organize student immunizationsReviews/consolidates and monitors chronic and critical health care information with the Public Health Nurse and communicates as appropriate with school staff and/or parentsAnswers, screens and refers inquiries and when necessary seeks and confirms resolutionMaintains communication with outside agencies on a variety of issues (some extremely sensitive)Office Operations – GeneralOversees and supervises overall office operations for all staff in the officeMonitors compliance at the worksite of student custodial issues and restraining ordersProvides assistance and support to other members of staffProvides recommendations on office administration and school policies and proceduresTrains, supervises and provides orientation to employees, volunteers and studentsCoordinates the orientation of new staff members and establishes access and account information for new staff to the school district email system, student information system, etc.Maintains log of classroom key distribution and school access swipe cards for staffMaintains log of incoming and outgoing students and their respective classesMaintains field trip logs including costs associated with field tripsArranges appointments, meetings, prepares and circulates agendas, records minutes, co-ordinates office calendar for school events, maintains calendar for the AdministratorSchedules parent-teacher interviewsDispenses authorized medication and administers emergency first aid to studentsCoordinates and maintains the yearly school inventoryCollaborates and works cooperatively with PAC on matters related to fundraisingGenerates work orders for maintenance staffCoordinates the use and completion of WSBC and other SD63 OHS related forms for students and staffEnsures vacant positions are temporarily filled as neededParticipates as a member of the Critical Incident Response TeamProduces and distributes school newslettersOffice Operations – AccountingMonitors school budget and account information for public and non-public fundsMonitors and reconciles MasterCard accounts for the schoolPrepares and deposits funds, forwards information to the Board OfficeCoordinates the purchase and maintenance of equipment, software, hardware and suppliesMaintains and controls a petty cash fundOffice Operations – StaffOversees the school attendance recordsReviews staff absence entries for accuracy prior to authorizing at week’s endEnters and documents employee changes (absences, new hires, assignment changes)Troubleshoots initial payroll issues/questions for employees at the schoolOffice Operations – TechnicalMaintains and updates student data for Ministry reporting/funding requirementsLiaises with District Placement Office regarding student enrolment numbersCoordinates and administers information and statistics on students and programs, compiles and updates students’ files, maintains students’ tracking information (including international students)Prepares complex documents, reports and confidential correspondence and composes documents as neededSupports and assists staff in the use of office software including word processing, spreadsheet, desktop publishing and school-based student information systemsProvides in-service, troubleshoots problems and arranges for repair on office equipmentUpdates school website and oversees school website, ensuring all information is current and accurate