Secretary III (Temporary) - 1.0 FTE at Parkland School Division

Are you interested in working with our dynamic and progressive school division to pursue excellence in education for students, professional learning opportunities, a flexible health benefits package, and a workplace that embraces diversity? Then we are the place for you!

Who we are and what we value

Parkland School Division (PSD) is a large progressive school jurisdiction serving Spruce Grove, Stony Plain, Fort Chipewyan and Parkland County. PSD meets the diverse educational needs of over 12,000 rural and urban students among 23 sites, including outreach schools and alternative education programs.

Our values are what guide us. We assure supportive learning environments, meaningful experiences and healthy relationships that create opportunities to develop resilience, to gain diversity in perspectives and to achieve enduring success for both staff and students.

The Opportunity

The Parkland School Division currently has a Temporary Full-Time Secretary III (1.0 FTE) position available at Copperhaven School, in Spruce Grove, Alberta.

Function and Purpose of Position

Secretary III’s are the ambassadors of the school’s front office with an expert level of business knowledge and administrative skills. Secretary III supports the management of the school’s front office to ensure tasks are completed in a timely manner. Effective interpersonal skills are essential to deal with a variety of situations that arise in a school setting. A team player approach to all situations is essential, with friendly and flexible characteristics being a must

Secretary III’s may

• Work under the direction of the Principal and/or designate

• Work independently and collaboratively as part of a team

• Must enjoy working with students, families, and the general public

Administration and Instructional Support

• Provide business coordination, maintain and update financial records (accounts payable/receivable, budget, capital inventory, etc), and secretarial support to school administration, including processing correspondence, reports, and other documents.
• Processing and recording cash transactions and transactions from the school petty cash account.
• Reconciling school accounts.
• Generating invoices or overdue notices as necessary.
• Producing financial information reports as required.
• Making or overseeing bank deposits for the school.
• Processing purchase orders.
• Arranging for direct purchasing of supplies and services.
• Dealing with vendors on behalf of the school, in arranging for goods or services, problem solving, and negotiating special services, etc.
• Maintaining inventory of supplies and arranging for replacement as necessary.
• Reconciling office Visa purchase statements.
• Coordinating staff reconciliation of Visa purchases.
• Excellent computer and technical skills for the preparation of correspondence, report cards, budget documentation, education plan, month ends, and other documentation supporting the operational needs of the school.
• Provide a range of reception, telephone system, secretarial and clerical support to the school site staff, including inquiries from parents and community members.
• Oversee the administration of student records and serve as school business coordinator.
• Distribute information and oversee the maintenance of administrative filing systems
• Ability to follow process and instructions to complete assigned tasks in a timely manner.
• Assist with, coordinate, or make arrangements for special programs, projects, and events.
• Assigns school keys as necessary
• Recording and updating information such as student demographics, attendance, and general student portfolio data.
• Generating periodic and ad hoc reports.
• Generating invoices for school fees.
• Downloading information to the Division Office for onward transmission to the Alberta Government.
• Registering new students and obtaining information from schools from which students have transferred.
• Closing registrations for students who transfer out of the school.
• Maintaining Student Cumulative records.
• Supervises Support Staff in the School Office
• Provide training, advice, guidance and direction to support staff.
• Monitor staff performance.
• Oversee overall work output in relation to quality and timeliness.
• Arrange for replacement or additional staff as necessary.
• Assist with recruitment of new support staff.
• Assist in the appraisal activities of staff being supervised.

Student Assistance and Personal Care

• Provide support, assistance and supervision to students including but not limited to contacting parents if needed, dispensing medication, monitoring students’ condition, etc.

Communication and Reporting

• Maintain teacher and support absences/substitutes and casual records.
• Serve in a liaison capacity with administrative staff in other schools and in the Centre for Education.

Supervise Students

• Provide support, assistance and supervision to students as needed.
• Make arrangements for and organize bussing for field trips.
• Contact parents, guardians, and school administrators as necessary.

Additional Duties

• Liaison with Account and Purchasing staff at Division Office
• Review applications for joint use and approve those who meet policy requirements
• Arrange for necessary custodial and security services for events
• Liaison with Division Office, outside agencies, as necessary
• Serve as Recording Secretary for meetings
• Assist with the preparation of agendas and correspondence
• Other duties as assigned

Education and Experience

a) Education:

i) High School Diploma

ii) Completion of Office Administration/Accounting Diploma or equivalent

iii) Nonviolent Crisis Intervention and First Aid certificate would be an asset

b) Experience:

i) 3 to 5 years of related experience.

ii) PowerSchool experience would be an asset.

iii) Power Teacher experience would be an asset.

iv) Rycor (Accounting Software) experience would be an asset.

v) Alberta Education Extranet & PASI experience would be an asset.

vi) Report Card Dossier experience would be an asset.

vii) iPad Apps experience would be an asset.

viii) Destiny training would be an asset.

ix) Google Drive training would be an asset.

x) Previous experience working in a school setting is required.

Equivalencies will be considered.

Knowledge, Skills and Attitudes

• Good oral and written communication skills

• Good interpersonal skills

• A good sense of humour

• Good health and physical fitness

• The ability to take direction and work independently

• Flexibility, patience, sensitivity, tolerance, enthusiasm, creativity and imagination

• The ability to deal with the emotional and mental stress of working with children/group of children/school setting.

• First Aid Certificate

• Some assignments may require use of own vehicle

This work is most rewarding for those who enjoy working with people (especially physically, emotionally and behaviorally challenged children), having clear rules and guidelines for their work, and finding innovative ways to handle situations.

Decision Making

Secretaries are required to make good decisions to solve problems, complete analysis, and create solutions related to the business outcomes of the school’s office. Time management is essential, and providing accurate directions to others to ensure deadlines are met. A solid financial background to make clear decisions, set objectives, and monitor results directly related to the school’s front office.

Working with Others

Effective team building and collaboration skills are required to keep the school’s front office organized and meeting the needs of students, staff, and parents. A positive team player with a commitment to build relationships with other staff.

Physical Demands

The Secretary III may be required to routinely lift items weighing up to 50 lbs. Sometimes, heavier lifting may be required.

• Ability to work in a fast-paced, noisy environment with many interruptions throughout the day.

• Ability to stand, bend, sit, and reach to complete assigned tasks.

• Ability to provide assistance to students, staff, and general public.

Working Conditions

Secretaries work indoors except when supervising children outdoors or going on field trips.

Secretaries may have the same holiday schedule as teachers, including a long summer break as well as winter and spring breaks. However, they work on a ten-month contract basis and therefore are not paid during the summer months.

The scheduled hours to be worked will be determined by each specific position.

This position may require the use of a personal vehicle.

Additional Information

Secretaries must agree to respect the confidentiality and personal integrity of students, parents, teachers, and other staff.

This position requires an original copy of a current clean criminal record check with vulnerable sector and an original copy of a child intervention record check.

This position is covered by the Canadian Union of Public Employees Local 5543

Hours of Work: 35 hours/week - Monday to Friday 8 AM to 4 PM

Pay Rate: $27.68 - $30.87 /hour (Pay Group 4)

ONLY ONLINE APPLICATIONS SUBMITTED THROUGH APPLY TO EDUCATION WILL BE ACCEPTED.

How to Apply

Applying is a two-step process. First, you must register and create a portfolio; then you must apply to the job posting by following the steps below:

• Click the position title of the job that you wish to apply to and then scroll down to the bottom of the page and click 'APPLY'.
• Jobs that you have applied to will appear under the ‘Jobs Applied To’ tab in the Job Postings section. You will also receive a confirmation email.

For technical support while applying to a position online, please contact our service provider for assistance:

Apply to Education

Phone: 1-877-900-5627

Email: ***email_hidden***

Hours: 5:30am-5:00pm, Monday through Friday

We thank all applicants for their interest; however, only those candidates selected for an interview will be contacted.