ALL DOCUMENT ATTACHMENTS MUST BE IN PDF FORMAT FOR YOUR APPLICATION TO BE CONSIDEREDPembina Trails School Division is committed to removing barriers to ensure employment opportunities are accessible for all applicants. If you require accommodation supports during the recruitment process, please contact: [email protected] Trails School Division is committed to the principles of equity, diversity and inclusion. We encourage applications from members of equity-deserving groups with diverse abilities, backgrounds, cultures, and identities.SCHOOL ASSISTANT ADMINISTRATIVE SECRETARYHours: 3.5 HOURS/DAYSTART DATE: November 12, 2026Job DescriptionPOSTION FOCUSUnder 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 DutiesAssists the Administrative Secretary to ensure the efficient operation of the school officeAssumes the responsibilities of the Administrative Secretary in their absenceEnsures confidentiality of school documents, records, correspondence, verbal information and other sensitive materialProcesses 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 administrationSupports school administration in preparing Emergency Preparedness PlanMaintains an emphasis on the importance of good public relations and ensures that the office activities reflect this emphasisGreets visitors, determines needs and responds appropriatelyAnswers telephone, relays/takes messages and responds appropriately to requests for informationSupports school visitor access protocolManagement and distribution of mail for consideration by administration and staffComposes correspondence for administrationPrepares routine correspondence, reports, notices, newsletters, memos and agendasCreates and maintains email groupingsSubmit IT work ordersTroubleshoot and process service requests for photocopier(s) and printersRegistration for Provincial Exams (where applicable)Correspondence, data entry and scheduling of appointments for Parent Teacher ConferencesPrepares monthly/yearly enrolment reportsCorrespondence, scheduling, screening calls, prime support for school administrationSupport Field Trip planning and organization (permission slips, booking buses, etc.)Monitors and manages staff/student parking assignmentsHelps to care for sick and injured students and administers basic First Aid when requiredMaintains appropriate First Aid supplies in collaboration with WPSHProcesses accident reports, WCB claims,



in compliance with Divisional requirementsLiaise with Admin Office StaffOther office duties as may be assigned from time to time by school administrationRECORDS MANAGEMENTRegistration of new students - secure verification (proof of identity and address, Birth Certificate, immigration status as applicable)Registration of courses and communication to staff of new enrollmentRequesting and sending CUM files in accordance with Divisional policyEnsure accurate student attendance recordsCreate Proof of Enrollment Letters as requestedMaintenance of Mayet student informationConfigure Mayet for current teacher/room/course assignmentsPupil File management through Records Management protocolProcess Out of Catchment/Division Schools of choice applicationsAnnual Photo Release and Technology Acceptable Use Forms, distribution and managementCreate necessary reporting for September 30th submissions to Division Office/Manitoba GovernmentURISManagement of URIS plans with nurseDistribution of medication as required by URIS plan and supporting documentationIdentify medical needs and ensure proper paper work is processedMaintain filing system for current and expired health care plansEnsure proper storage of medicationAssist in arranging for any immunizations by WHRA as applicableEnsure staff are made aware of student medical needs and treatment planPreferred QualificationsRelevant post-secondary education or equivalentMinimum two years' experience in related fieldAbility to work cooperatively as a team memberAccounting experience preferredExcellent oral and written communication skillsA demonstrated ability to establish rapport with students, staff and parentsMicrosoft Office and technology experience applicable to an office environmentAbility to prioritize work in a fast paced setting and meet deadlinesEffective word processing skills, ideally 50 wpm minimum

📌 School Assistant Administrative Secretary; Half-Time (Winnipeg)
🏢 Pembina Trails School Division
📍 Winnipeg