We, the Western Quebec School Board, acknowledge that the lands upon which we live, learn, and work are the traditional unceded territory of the Algonquin Anishinaabe peoples.

We thank them for sharing these lands and commit, as an organization, as educators and as individuals, to an ongoing relationship that recognizes and respects the lands, traditions, and culture of the Anishinaabe people.

The Western Quebec School Board is committed to building an educational community with the common purpose to realize the potential of all our students by cultivating a solid corps of support, professional, teaching, and administrative excellence.

We, therefore, encourage applications from Indigenous people, as well as from other racialized people groups, persons living with a disability, people of religious faith, and gender minorities.

As an organization, we strive to hire individuals who reflect the communities we serve, and who embody and practice a love of life-long learning, teamwork, and the highest professional ethics.

Our efforts to achieve a diverse workforce that contributes to a culturally safe working environment include establishing proactive employment practices to address systemic barriers and removing obstacles to hiring and retaining qualified people.

Nature of the work In addition to the duties defined in the class of employment of secretary, the principal and customary work of an employee in this class of employment consists in ensuring, as instructed or in conjunction with others, the smooth operation of the school or centre by assuming the responsibility and coordination of the administrative tasks of school or adult education or vocational training centre secretaries.

Characteristic functions As instructed or in conjunction with others, the employee plans and organizes secretarial work so that the school or centre complies with the various administrative obligations associated with the school board, the ministries and various organizations and meets the deadlines of the operations and the various school or centre activities; carries out the follow-up and the appropriate reminders; takes note of the administrative procedures related to his or her tasks so that he or she may comply thereto and, if necessary, inform the persons concerned about them.

As instructed and within the limits of his or her duties, the employee responds to requests and complaints and tries to resolve problems within their competence; in the absence of the administration and as instructed, the employee provides information on the decisions and directives normally applicable to the problems reported to them.

Compiles the necessary information for the preparation of the budget, participates in preparing it, monitors it and prepares reports on the budget balances; keeps the accounting books of the school or centre and of extracurricular activities, pays invoices and other accounts and makes bank deposits; signs cheques jointly, reconciles accounts, keeps a petty cash and collects funds raised during fundraising events.

Compiles requests for material from school or centre staff, carries out the necessary calculations, verifies budget allocations and prices with suppliers; purchases goods or fills out purchase orders as well as receives and distributes goods according to the policy in effect.

Keeps a school supply store.

Draws up the physical inventory of the schools or centres immovables and of library books.

As regards the repair of material and equipment, requests the appropriate services and ensures that the necessary repairs are made.

As instructed, the employee prepares the list of persons available for teacher substitution and, as requested, ensures that absent employees are replaced.

Responsible for keeping registers and files concerning, among others, student registration and placement, staff and student absences, temporary staff payroll, school exams, report cards, declaration of student enrolment and student transportation; verifies the necessary data, enters it, produces and forwards reports; fills out forms.

Responds to students needs: conveys, in unusual circumstances, specific and pertinent messages to students, parents and school or centre staff and, if necessary, reminds those concerned; according to the policy in effect and within their competence, the employee takes the appropriate measures in emergency situations; may be required to supervise students in exceptional circumstances and for short periods; if necessary; administers first aid; completes the reports required.

May be required to carry out the loan of books and oversee the loan of audiovisual equipment and carry out administrative tasks related to the loan and rental of rooms, participates in organizing the materials for educational activities, such as transportation reservations.

Responds to information requests on the follow-up of files and meetings, policies, regulations or other subjects related to the duties performed and, if necessary, reminds those concerned; forwards the pertinent documentation; handles the mail as well as finds, gathers and compiles pertinent information; within the limits of their duties,



the employee prepares a draft response, forwards it to the person concerned and ensures the follow-up; prepares a summary of complicated problems and issues before forwarding them to the person concerned.

The employee organizes meetings, convenes participants and prepares the necessary files; prepares, as instructed, a draft agenda of the subjects compiled and, if necessary, attends meetings and prepares a draft of the minutes or reports.

Drafts memorandums or bulletins from brief notes; takes part in setting up a filing system; archives school or centre documents according to the policy in effect.

Uses a computer and the necessary software to perform his or her duties related to word processing, database entry, spreadsheets and in-house programs; carries out research on the Internet and follows up on electronic mail messages.

May be required to help, on occasion, colleagues with the common software and programs used.

May be required to train new school or centre secretaries and to coordinate the work of support staff.

If need be, performs any other related duty.

Required qualifications Schooling and experience: Hold a Diploma of Vocational Studies in Secretarial Studies, a Secondary School Diploma or a diploma or an attestation of studies recognized as equivalent by the competent authority, and have four (4) years of pertinent experience.

Other Requirements Have a basic knowledge of office automation Hold a certificate dated no more than three (3) years attesting to the successful completion of: 1. a standard first aid course of a minimum eight (8)-hour duration; 2. a refresher course of a minimum six (6)-hour duration updating the skills acquired in the course mentioned in subparagraph 1 In accordance with Law 94, new employees must comply with regulations concerning the wearing of religious symbols in the workplace.

While the Board values diversity and inclusion, we are required to fulfill our obligations under provincial law Nous, la commission scolaire de Western Quebec, reconnaissons que les terres sur lesquelles nous vivons, apprenons et travaillons sont le territoire traditionnel non cd des peuples algonquins Anishinaabe.

Nous les remercions de partager ces terres et nous nous engageons, en tant qu''organisation, en tant qu''ducateurs et en tant qu''individus, entretenir une relation continue qui reconnat et respecte les terres, les traditions et la culture du peuple Anishinaabe.

La Commission scolaire Western Qubec s''engage btir une communaut ducative ayant pour objectif commun de raliser le potentiel de tous nos lves en cultivant un solide corps de soutien et l''excellence professionnelle, pdagogique et administrative.

Nous encourageons donc les candidatures des Autochtones, ainsi que celles des autres groupes racialiss, des personnes vivant avec un handicap, des personnes de confession religieuse et des minorits de genre.

En tant qu''organisation, nous nous efforons d''embaucher des personnes qui refltent les communauts que nous servons, et qui pratiquent l''amour de l''apprentissage tout au long de la vie, le travail d''quipe et l''thique professionnelle la plus leve.

Nos efforts pour obtenir une main-d''uvre diversifie qui contribue un environnement de travail culturellement sr comprennent la mise en place de pratiques d''emploi proactives afin d''aborder les barrires systmiques et d''liminer les obstacles l''embauche et la rtention de personnes qualifies.

Nature du travail En plus des tches dfinies la classe demplois de secrtaire, le rle principal et habituel de la personne salarie de cette classe demplois consiste voir, selon les instructions ou en collaboration, la bonne marche administrative de lcole ou du centre, notamment en assumant la responsabilit et la coordination des travaux administratifs du secrtariat de lcole ou du centre dducation des adultes ou du centre de formation professionnelle.

Attributions caractristiques Conformment aux instructions reues ou en collaboration avec d''autres, l''employ planifie et organise le travail de secrtariat de manire ce que l''cole ou le centre se conforme aux diverses obligations administratives lies la commission scolaire, aux ministres et aux diffrents organismes, et respecte les chances des oprations et des diverses activits de l''cole ou du centre ; il assure le suivi et envoie les rappels appropris ; il prend connaissance des procdures administratives lies ses tches afin de s''y conformer et, si ncessaire, d''en informer les personnes concernes.

Conformment aux instructions et dans les limites de ses fonctions, lemploy rpond aux demandes et aux plaintes et sefforce de rsoudre les problmes relevant de sa comptence ; en labsence de ladministration et conformment aux instructions,



lemploy fournit des informations sur les dcisions et les directives normalement applicables aux problmes qui lui sont signals.

Il rassemble les informations ncessaires la prparation du budget, participe son laboration, en assure le suivi et tablit des rapports sur les soldes budgtaires ; il tient les livres comptables de l''cole ou du centre et des activits parascolaires, rgle les factures et autres comptes et effectue les dpts bancaires ; il cosigne les chques, effectue le rapprochement des comptes, gre la petite caisse et collecte les fonds rcolts lors des vnements de collecte de fonds.

Il compile les demandes de matriel manant du personnel de l''cole ou du centre, effectue les calculs ncessaires, vrifie les dotations budgtaires et les prix auprs des fournisseurs ; il achte les marchandises ou remplit les bons de commande, et rceptionne et distribue les marchandises conformment la politique en vigueur.

Gre un magasin de fournitures scolaires.

Ralise l''inventaire physique des biens immobiliers de l''cole ou du centre ainsi que des livres de la bibliothque.

En ce qui concerne la rparation du matriel et des quipements, fait appel aux services appropris et s''assure que les rparations ncessaires sont effectues.

Conformment aux instructions, lemploy(e) prpare la liste des personnes disponibles pour le remplacement des enseignants et, sur demande, veille ce que les employs absents soient remplacs.

Est charg(e) de tenir les registres et dossiers concernant, entre autres, linscription et le placement des lves, les absences du personnel et des lves, la paie du personnel temporaire, les examens scolaires, les bulletins scolaires, la dclaration dinscription des lves et le transport scolaire ; vrifie les donnes ncessaires, les saisit, produit et transmet des rapports ; remplit des formulaires.

Rpond aux besoins des lves : transmet, dans des circonstances exceptionnelles, des messages prcis et pertinents aux lves, aux parents et au personnel de l''cole ou du centre et, si ncessaire, en rappelle le contenu aux personnes concernes ; conformment la politique en vigueur et dans les limites de ses comptences, l''employ prend les mesures appropries en cas d''urgence ; peut tre amen surveiller les lves dans des circonstances exceptionnelles et pendant de courtes priodes ; si ncessaire, dispense les premiers secours ; remplit les rapports requis.

Peut tre amen grer le prt de livres et superviser le prt de matriel audiovisuel, ainsi qu effectuer des tches administratives lies au prt et la location de salles ; participe lorganisation du matriel ncessaire aux activits ducatives, telles que les rservations de transport.

Rpond aux demandes dinformation concernant le suivi des dossiers et des runions, les politiques, les rglements ou dautres sujets lis aux fonctions exerces et, si ncessaire, rappelle les choses aux personnes concernes ; transmet la documentation pertinente ; gre le courrier ainsi que recherche, rassemble et compile les informations pertinentes ; dans les limites de ses fonctions, lemploy prpare un projet de rponse, le transmet la personne concerne et assure le suivi ; rdige un rsum des problmes et des questions complexes avant de les transmettre la personne concerne.

L''employ organise les runions, convoque les participants et prpare les dossiers ncessaires ; il rdige, selon les instructions, un projet d''ordre du jour reprenant les sujets retenus et, si ncessaire, assiste aux runions et rdige un projet de procs-verbal ou de rapport.

Il rdige des notes de service ou des bulletins partir de brves notes ; il participe la mise en place d''un systme de classement ; il archive les documents de l''cole ou du centre conformment la politique en vigueur.

Utilise un ordinateur et les logiciels ncessaires pour accomplir ses tches lies au traitement de texte, la saisie de donnes dans des bases de donnes, aux tableurs et aux programmes internes ; effectue des recherches sur Internet et assure le suivi des messages lectroniques.

Peut tre amen(e) aider, l''occasion, ses collgues utiliser les logiciels et programmes courants.

Peut tre amen(e) former les nouveaux secrtaires de l''cole ou du centre et coordonner le travail du personnel de soutien.

Au besoin, accomplit toute autre tche connexe.

Qualifications requises

Formation et exprience :tre titulaire d''un diplme d''tudes professionnelles en secrtariat, d''un diplme d''tudes secondaires ou d''un diplme ou d''une attestation d''tudes reconnus comme quivalents par l''autorit comptente, et justifier de quatre (4) ans d''exprience pertinente.

Autres exigences

Possder des connaissances de base en bureautiquetre titulaire dun certificat datant de moins de trois (3) ans attestant de la russite: 1. dun cours standard de secourisme dune dure minimale de huit (8) heures ; 2. dun cours de remise niveau dune dure minimale de six (6) heures visant actualiser les comptences acquises lors du cours mentionn au point 1Conformment la loi 94, les nouveaux employs doivent se conformer la rglementation relative au port de symboles religieux sur le lieu de travail.

Bien que le Conseil d''administration valorise la diversit et l''inclusion, nous sommes tenus de respecter nos obligations en vertu de la loi provinciale.

📌 Queen Elizabeth Elementary School - School or Centre Secretary, Temporary Replacement / Secrétaire d''école ou de centre, remplacement temporaire- 5 hours/heures (Quebec City)
🏢 York Region District School Board
📍 Quebec City