Join The Upper Canada District School Board We are currently accepting applications for Secondary Office Assistant (LTO). Under the supervision of the school Administrator, the Secondary Office Assistant provides a high level of service excellence while providing front line assistance and administrative support in the busy hub of the school office environment. Under the direction of the Secondary Office Administrator, this position is responsible for a variety of duties key to the school office management and communication within the school including student registration, maintaining and accurate current student files, providing reception, compiling staff and student attendance data, preparing reports and correspondence.

For more information on employment information such as entitlements, pay, staffing, job protection, union security and dues information under the agreement please click here to view it on our external website. Completion of Ontario Secondary School Diploma. One year college diploma in office administration or a related field.

One year office experience is required Ability to interact in a positive manner, using tact and diplomacy, with staff, students, parents and the public and convey information in a transparent and concise manner with a focus on service excellence. Intermediate proficiency in office software applications. Ability to manage and use various spreadsheet, internet and database applications to extract information and filter data for reports.

Ability to manage and maintain the school’s web presence, social media, electronic signs, and other forms of communication. Ability to use email and productivity tools (e.g. creating distribution lists) for school communication. Demonstrated technical aptitude to learn and apply new database applications (e.g. school banking software, student information system, staff absence reporting system) Basic understanding and knowledge of accounting procedures is an asset i.e. issue cheques and receipts, prepare bank deposits, maintain petty cash.

Ability to act as a team player and understand/promote/embody school success plans and system goals. Demonstrated ability to maintain confidentiality of information concerning students, staff and community agencies supporting students (e.g F&CS; (Family and Children’s Services), OPP) Ability to learn new procedures and routines to improve office efficiencies. Provides administrative support to the school Administrator and administrative office departments (e.g. guidance) by preparing reports, email communications processing letters, creating newsletters, announcements, and other materials, as assigned; With a focus on service excellence, provides information and responds to inquiries and requests from students, parents, staff, outside agency staff, Board staff, parent council members,



and the general public via in-person, by telephone or electronically with tact and diplomacy; refers to school Administrator as appropriate.

Ensures the daily completion of Safe Arrival/Dismissal procedures is adhered to and documented in accordance with Board policy and procedures; uses the daily student attendance reporting student information system to ensure accurate record keeping and reporting. Upon request, utilizes various communication methods (e.g. social media, school website, newsletters, and electronic school message boards) to foster an environment of service excellence in customer service and connection with students, staff, and community by creating and maintaining on-going school communications. Maintains the accuracy of the student information system through the distribution, receipt and processing of student verification forms.

Ensures the accurate entry of student transportation busing data; works front line with STEO and busing contractors (as required); prepares emergency busing; ensuring safe student departure from school; Confirms appropriate coverage for teacher absences by assigning on calls or occasional staff in consultation with the school Administrator and ensures that work, procedures (e.g. safety plans) provided by absent staff is provided to replacement staff, when available. completing school registration forms including related forms, letters, appointments, and liaison with the Health Unit. reconciling information with OSRs/registration/student information system regularly and notifies the appropriate staff of significant student needs i.e. parenting agreements. custody arrangements, life- threatening allergies, privacy of information releases, special needs requirements, etc ensures data is extracted from student information system, reviewed, reconciled, and uploaded to Ministry website; submits information to school Administrator for verification of data for sign off/approval within report deadline. Completes and submits weekly Student Absenteeism Reporting data as per Ministry guidelines and within timeline requirements. Signs students in and out of school (admit slips and leave slips), as required, to ensure accurate student attendance/non‑attendance records at school.

May assist in the coordination of events and prepares/obtains supplies (with school Administrator approval) for events e.g. assemblies, open house, parent teacher interviews, staff meetings and graduation, information evenings,



parent evenings, school council events, and special events. Performs general office duties such as maintaining confidential files, making/scanning copies, setting up and maintaining school filing system (paper and electronic). Reviews and records student population changes and submits related monthly enrolment reports to the school Administrator for approval.

Updates pupil grades/home forms at the end of the school. may assist in the completion of accident/incident related forms at the request of the school Administrator. Upon request, assists in the coordination of approval for the community use application process; presents pending applications to school Administrator for approval prior to due date. Assists in the ongoing maintenance of school equipment (e.g. photocopier, PA system, computer, telephone) by performing initial troubleshooting of equipment; Observes and oversees student attendance patterns using the student information system; communicates patterns of absence to school Administrator.

Provides administrative support to academic staff with the arrangements associated with school trips or other matters (curricular and extra‑curricular) e.g. creating/distributing/collecting electronic event consent forms requiring parental consent, in accordance with Board policy. Participates in professional development to acquire and maintain skills in use of various software applications, technical devices and system training (e.g. student information system, social media, website maintenance). Demonstrates good attendance and works in a healthy and safe manner in accordance with Ministry and Board policies.

Produces and distributes report cards (in digital and/or paper format) and student timetables, as required. Assists other members of office team, including financial office support duties, as required. If your experience is in a day‑to‑day occasional capacity ensure that you list the length of time that you worked for that Supervisor and whether the assignment was casual day‑to‑day or in a long‑term occasional capacity.

The UCDSB does not accept colleagues or personal references. All employment offers are conditional on candidates providing a valid criminal record check for the vulnerable sector.

The Upper Canada District School

Board (UCDSB) is committed to equity in employment. As an equal opportunity employer, we are committed to establishing a qualified workforce that is reflective of the diverse population we serve. The UCDSB is committed to providing accommodations [for people with disabilities]. The UCDSB may use Artificial Intelligence (AI) tools to screen, select and/or assess applicants in the hiring process. Please do not obtain or upload a Police Record/ Criminal Record Check with your application.

📌 Secondary Office Assistant - Long Term Occasional - 1.0 FTE (Ontario)
🏢 Upper Canada District School Board
📍 Ontario