Secretary III (1.0 FTE) Temporary Full Time

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 12000 rural and urban students among 23 sites including outreach schools and alternative education programs.

Our values are what guide us. We strive for learning opportunities that are purposeful essential relevant authentic and responsive while aiming for excellence in achievement. PSD also values trustworthy respectful relationships that promote resilience as students and staff work towards our Ultimate Goal : Student Success & Well-being .

The Opportunity :

The Parkland School Division currently has a TEMPORARY Full-Time Secretary III (1.0 FTE) position available at Ecole Meridian Heights School in Stony Plain Alberta.

EXISTING PERMANENT EMPLOYEES : As an existing CUPE employee you are eligible to apply and if successful you will maintain your Permanent status. At the conclusion of the Temporary Position you will be returned to the same or similar position (and at the same location if possible) as you were previously in.

Function and Purpose of Position

Secretary IIIs are the ambassadors of the schools front office with an expert level of business knowledge and administrative skills. Secretary III supports the management of the schools 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 seeing. A team player approach to all situations is essential with friendly and flexible characteristics are a must

Secretary IIIs 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 school pay 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 service.

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.

Distributes information and oversees 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

Ability to support and assist a Secretary II in the following duties as needed :

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 of cumulative records.

Supervises Support Staff in the School Office

Provide training advise guidance and direction to support staff

Monitor staff performance.

Oversee overall work output in relation to quality and timeliness.

Arranging 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 are not limited to contacting parents if needed dispensing medication monitor 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 organizes bussing for field trips.

Contact parents guardians 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 :

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

Equivalencies will be considered.

Knowledge Skills and Attitudes

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 schools office. Time management is essential and providing accurate directions to others to ensure deadlines are met. A solid financial background to make clear decision set objects and monitor results directly related to the schools front office.

Working with Others

Effective team building and collaboration skills are required to keep the schools 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 weighting up to 50 lbs. Sometimes heavier lifting may be required.

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 7 : 45 AM to 3 : 15 PM - times may vary for office efficiency) Pay Rate : $27.68 - $30.87 / hour ( Category 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-

Email :

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.

Key Skills

Abinitio,Administration And Accounting,Android,Bid Management,Inventory Management,Embedded C

Employment Type : Full-Time

Experience : years

Vacancy : 1

Hourly Salary Salary : 27 - 30