THE NORTHWEST CATHOLIC DISTRICT SCHOOL BOARD
The Northwest Catholic District School Board is committed to equitable, inclusive and accessible employment practices. Accommodations are available upon request throughout the recruitment process.

JOB POSTING

Casual Secretary

All Locations

Posting Number: 2627-27

Applicant Group: External applicants

Hours of work: Successful candidates will be placed on the casual list for on call work, with no guarantee of hours of work

Start Date/Duration: As soon as possible

Hourly Rate of Pay: $27.71 per hour, as per Schedule "A" of CUPE collective agreement (September 1, 2025)

Qualifications/Requirements: See attached position description.

Salary/Benefits: In accordance with the current CUPE collective agreement. We also offer a comprehensive and generous benefit package, including personal leave, vacation (dependent on position) and enrollment into the Ontario Municipal Employees Retirement System (OMERS) pension plan.

Only those applicants selected for an interview will be contacted.

TNCDSB Schools of Hope provide all students a safe, respectful and inclusive Catholic education. Together, with home, church and community, we will prepare students to become active, caring, lifelong learners. Kathy Bryck, Board Chair Jackie Robinson, CEO/CEdO

POSITION DESCRIPTION
SCHOOL SECRETARY Title: School Secretary

Reports to: Principal

Supervises: Not applicable

Location: As assigned

Position Identification: School Support

POSITION SUMMARY
The School Secretary provides secretarial support to the Principal/Vice Principal for the effective and efficient operation of the school office. The School Secretary performs all general office functions as well as a variety of specific functions as required by the Principal.

POSITION RESPONSIBILITIES
Under the direct supervision of the Principal or designate, the School Secretary interacts with other staff members of the school, Board office staff, the general public, salespersons, contractors/suppliers, students and volunteers in order to provide or clarify information, settle requests, and direct people to the appropriate authority. The position requires good working knowledge of a variety of software programs and other computer applications used at the school. Good communication, organizational, and multi-tasking skills are required. The ability to work with little supervision is required. The ability to maintain confidentiality is essential.



The School Secretary must possess a good understanding of school and Board policies and procedures. The incumbent must be able to exercise discretion, and sometimes independent judgement in carrying out the requirements of the job. The ability to work in an environment that is driven by a wide variety of demands and ongoing interruptions within prescribed timelines is essential. Participation in training as the Board may require from time to time is required.

POSITION DUTIES

Perform all reception duties such as answer phones, intercom, and hand held radios (if applicable), greet and direct the public and staff, ensure casual / supply staff sign in.

Prepare a variety of correspondence including, but not limited to, newsletters, letters, permission forms, timetables, agendas, memos, sign in sheets etc. for Principals, Vice Principals (designate) using appropriate software program.

Receive, date stamp, process, copy (if necessary) and circulate incoming mail. Prepare outgoing mail and correspondence.

Receive, process and distribute shipments, materials, letters, memos, paperwork, etc. from the Board Office(s), and outside agencies.

Check voice mail throughout the day, take and transcribe messages and distribute to staff and students.

Maintain records of school supplies and inventory.

Prepare and compile ingoing and outgoing paperwork and computer generated reports necessary, as assigned by the Principal (e.g. October/March/June reporting to the Ministry).

Ensure the upkeep of necessary manuals used in the school office.

Photocopy, collate, distribute and file materials as required.

Properly maintain office equipment by changing toner and arrange for service repairs when needed for the fax machine, scanner, photocopier, postage metre etc.

Assist the Principal in the maintenance of the school budget and banking according to a prescribed set of rules using the appropriate software program.

Maintain / reconcile petty cash. Prepare, process and record cheque requisitions and purchase orders in the appropriate software program, and submit paperwork as prescribed by the appropriate Board Office. Maintain receipts,



collect monies for a variety of school projects and keep appropriate financial records as prescribed by the school and Board Offices.

Reconcile credit card statements, prepare paperwork, and submit to the appropriate Board office as prescribed.

Assist Principal / Vice Principal with the registration of new students (including JK and SK registration) and student transfers.

Update and maintain the Ontario School Records as required.

Maintain student registration, enrolment information, and attendance in the Student Information System.

Coordinate bussing for school field trips.

Coordinate arrangements for various functions at the school such as graduation, open house, and picture day.

Responsible for the Safe Arrivals program as prescribed by the school.

If required by the school, responsible for transportation duties as prescribed by the school.

Provide a variety of minor medical interventions, respond to student illnesses or injury accordingly, and contact parents when necessary.

Responsible for the general tender on a yearly basis - inventory, order supplies and receive goods.

Each year prepare office for school closure and school start up which includes: closing, destructing, creating and setting up new files. Update logs and binders, and any clean up in the office if necessary.

All other duties as assigned by the Principal, Vice Principal, designate.

WORKING CONDITIONS
The School Secretary is continuously exposed to interruptions, noise, lack of privacy, colds and viruses. The School Secretary is exposed to long periods of light activity such as sitting, short periods of heavy lifting, such as lifting of deliveries. On occasion, the School Secretary may be exposed to difficult student behaviour.

QUALIFICATIONS

Secondary School Diploma (OSSD) or equivalent, combined with the completion of an appropriate college diploma or equivalent program.

Two (2) to three (3) years of related experience.

Ability to use discretion and sensitivity in confidential situations.

Ability to work independently or as part of a team.

Ability to interact professionally with students, staff and the public in a school setting.

APPROVED POSITION TITLE: School Secretary APPROVED BY DATE: November 18, 2008

TOTAL JOB EQUITY POINTS: - SALARY RANGE: as per the CUPE Collective Agreement JOB STATUS: Full time

WORK SCHEDULE: Monday to Friday (35 hours/week)

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