Secretary IV (FSE) - Permanent

Elk Island Public Schools (EIPS) is one of the largest school divisions in Alberta, serving the educational needs of approximately 17,950 students in 42 schools. Every day, the staff and students of EIPS are encouraged to pursue opportunities to grow and to discover their passions in life. The Division prides itself on providing staff and students with the tools to achieve success by offering dynamic programming, up-to-date resources, and practical professional learning opportunities.

EIPS is recruiting a permanent part-time Secretary IV at Fort Saskatchewan Elementary.

Fort Saskatchewan Elementary serves approximately 310 students in kindergarten to Grade 6, with 17 teaching staff and 10 support staff. The school is located in Fort Saskatchewan, AB, approximately 20 kilometres north of Sherwood Park, AB.

Fort Saskatchewan Elementary is rich in history, pride, integrity and commitment to excellence. The school motto, "Rooted in our Community," accurately describes what occurs daily in the hallways, in classrooms and on the playground. Excellent academic programs, outstanding music classes, a character education program and a host of leadership and athletic opportunities are offered to and for students.

Commencing November 18, 2024

25 hours per week (Monday to Friday, 5 hours per day )

EIPS offers a comprehensive benefits package

Open to internal and external applicants

Key Duties/Responsibilities

Reporting to the Principal, this position is responsible for the reporting and monitoring of all financial dimensions of the school operating under the policies and procedures of Elk Island Public School District. A Secretary IV would have the responsibility in these areas: School Generated Funds, monthly budget monitoring, purchasing, as well as a host of other responsibilities, examples of which are listed below.

Financial

Assist Principal in administering and monitoring budget and financial transactions

Liaise with Financial Services

Assist Principal in drafting the yearly budget

Collect and verify funds from various sources – school fees, special events, etc.

Maintain accurate and up-to-date computerized, financial records

Produce a monthly budget and SGF reports for approval

Monitor non-core school generated funds with appropriate staff throughout the year

Verify and process accounts payable

Manage monthly journal entries, accounts payable, accounts receivables

Receive, prepare and verify all bank deposits

Calculate, verify and compile GST quarterly reports and submit

Monitor collection of school fees and send to collections as per procedure

Per policy, define fees, assess students, and invoice parents for yearly school fees in consultation with appropriate staff members

Collect, code, review and approve monthly p-card transactions

Assist Principal in preparing financial projections

Purchasing

Initiate and purchase equipment, furniture, and textbooks

Purchase material requested by staff as approved by administration

Receive and inventory supplies upon arrival

Verify that requested expenditures fall within budget allocation

Payroll

Verify all certificated/classified substitute information and verify GL codes

Liaise with Payroll Department

Ensure all classified/certificated payroll is completed on time according to the EIPS payroll calendar

Atrieve – daily maintenance and verification of absences and GL codes

PowerSchool

Maintain student attendance daily, record student absence, appointments, and late messages from parents

Call parents if the school has not been contacted regarding student’s absence as directed by Administration

Update basic student demographic information

May be responsible for creating basic reports

Reception/Secretarial Support

Communication through Synervoice

Answer phones, direct calls, and messages

Greet and direct visitors, parents, and students

Receive and distribute incoming/outgoing mail or courier material

Operate intercom system for messages

Assist students, parents, public, and staff with general inquiries

Redirect e-mail messages as required

Assist staff members with computers, fax machines and photocopier (ongoing)

Type confidential correspondence, reports, letters, fee sheets, and update handbooks

Provide first aid to students as needed

First Aid

Distribute medication to students as authorized by their parents, prescribed by the family doctor, and assigned by Administration

Supervise students in case of illness or accidents

Attend to student injuries or illnesses

Document medical action taken with the student

Qualifications

Education and Experience

High School Diploma

Supplemented by a related one-year program

Equivalent combinations of directly related post-secondary education and experience may be considered

Minimum of one to three years of related experience in a school or office environment

Demonstrated Skills and Competencies

High degree of proficiency in office computer applications such as MS Office, computerized accounting

Familiarity with the atrieveERP system and PowerSchool

Strong oral and written communication skills

Strong interpersonal skills

Strong prioritization, organization, multitasking, problem-solving, and time management skills

Ability to work independently

Strong ability to adapt and manage change with frequent interruptions

Ability to deal with sensitive and discretionary matters and maintain strict confidentiality

Personal suitability

A personal vehicle may be required to make purchases and bank deposits

For more information, please contact Teri Pearn, Principal, at 780-998-7771 or email [email protected].

Only online applications will be accepted.

Elk Island Public Schools appreciates and considers all applications; however, we only contact candidates who are selected for interviews.

If you require assistance with the application system, please call Apply to Education at 1-877-900-5627 or email [email protected].