Pembina 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]

Pembina 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.

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SCHOOL SECRETARY
HOURS OF WORK: 1.75 hours per day

START DATE: As soon as possible

Job Description
POSTION FOCUS
Under the supervision of the principal and with work coordinated by the School Administrative Secretary, the School 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 and Assistant Administrative Secretary to ensure the effective operation of the school office

Assumes the responsibilities of either of these positions 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 new 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

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 plans

TERMS OF EMPLOYMENT

Salary as per the P.T.A.N.T.E Collective Agreement (School Secretary)

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 Secretary (#061-BA); Part-Time (Manitoba)
🏢 Pembina Trails School Division
📍 Manitoba