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SCHOOL ASSISTANT ADMINISTRATIVE SECRETARY Hours: 3.5 HOURS/DAY
START DATE: November 12, 2026
Job Description POSTION FOCUS Under the supervision of the principal and with work coordinated by the School Administrative Secretary, the School Assistant Administrative Secretary is responsible for contributing to the harmonious and efficient operation of the office and providing services in support of the school's activities.
Primary Duties Assists the Administrative Secretary to ensure the efficient operation of the school office
Assumes the responsibilities of the Administrative Secretary in their absence
Ensures confidentiality of school documents, records, correspondence, verbal information and other sensitive material
Processes and maintains materials as required (i.e. student records, report cards, student grades, and timetables)
Responsible for submission of timesheets, absence reports, sub reports and general management of SFE (SmartFind Express)
Receives processes and/or maintains confidential material for school administration
Supports school administration in preparing Emergency Preparedness Plan
Maintains an emphasis on the importance of good public relations and ensures that the office activities reflect this emphasis




Greets visitors, determines needs and responds appropriately
Answers telephone, relays/takes messages and responds appropriately to requests for information
Supports school visitor access protocol
Management and distribution of mail for consideration by administration and staff
Composes correspondence for administration
Prepares routine correspondence, reports, notices, newsletters, memos and agendas
Creates and maintains email groupings
Submit IT work orders
Troubleshoot and process service requests for photocopier(s) and printers
Registration for Provincial Exams (where applicable)
Correspondence, data entry and scheduling of appointments for Parent Teacher Conferences
Prepares monthly/yearly enrolment reports
Correspondence, scheduling, screening calls, prime support for school administration
Support Field Trip planning and organization (permission slips, booking buses, etc.)
Monitors and manages staff/student parking assignments
Helps to care for sick and injured students and administers basic First Aid when required
Maintains appropriate First Aid supplies in collaboration with WPSH
Processes accident reports, WCB claims, in compliance with Divisional requirements
Liaise with Admin Office Staff
Other office duties as may be assigned from time to time by school administration
RECORDS MANAGEMENT Registration of new students - secure verification (proof of identity and address,



Birth Certificate, immigration status as applicable)
Registration of courses and communication to staff of recent enrollment
Requesting and sending CUM files in accordance with Divisional policy
Ensure accurate student attendance records
Create Proof of Enrollment Letters as requested
Maintenance of Mayet student information
Configure Mayet for current teacher/room/course assignments
Pupil File management through Records Management protocol
Process Out of Catchment/Division Schools of choice applications
Annual Photo Release and Technology Acceptable Use Forms, distribution and management
Create necessary reporting for September 30th submissions to Division Office/Manitoba Government
URIS Management of URIS plans with nurse
Distribution of medication as required by URIS plan and supporting documentation
Identify medical needs and ensure proper paper work is processed
Maintain filing system for current and expired health care plans
Ensure proper storage of medication
Assist in arranging for any immunizations by WHRA as applicable
Ensure staff are made aware of student medical needs and treatment plan
Preferred Qualifications Relevant post-secondary education or equivalent
Minimum two years' experience in related field
Ability to work cooperatively as a team member
Accounting experience preferred
Excellent oral and written communication skills
A demonstrated ability to establish rapport with students, staff and parents
Microsoft Office and technology experience applicable to an office environment
Ability to prioritize work in a fast paced environment and meet deadlines
Effective word processing skills, ideally 50 wpm minimum

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📌 School Assistant Administrative Secretary; Half-time (#049-OA) (Manitoba)
🏢 Pembina Trails School Division
📍 Manitoba