Education Centre Secretary

(Formerly: Clerk-Typist II)

NATURE AND SCOPE OF WORK

The Education Centre Secretary performs work of considerable variety and complexity, including the provision of administrative support services at a designated district education site. The incumbent acts as secretary to the principal and staff, and assists the administrative officer with a variety of clerical duties, including reception, responses to enquiries, ordering supplies, processing of student data and records, bookkeeping and banking tasks and the efficient operation of the office. An incumbent exercises a considerable degree of independent judgement and action in dealing with students, staff, parents, and the public on a variety of matters.

Work is performed in accordance with procedures under a minimum of supervision. The incumbent exercises courtesy, discretion, and diplomacy in explaining applicable rules, policies, and procedures and in supplying information and assistance to students, parents, school and district personnel, the public and outside agencies.  The Education Centre Secretary reports to an Administrative Officer.

TYPICAL RESPONSIBILITIES

Types, collates, indexes, organizes and files a variety of reports, correspondence, newsletters, and similar material utilizing a computer and software applications including word processing, desktop publishing, spreadsheets, and accounting.

Makes and cancels appointments; processes confidential material; arranges meetings; answers and processes telephone and personal enquiries; registers students; explains and interprets rules, policies and procedures; ensures the efficient operation of the office; attends meetings and takes notes as required.

Prepares, maintains, and produces a variety of materials such as staff and student records, lists, demographic information, report cards, employee attendance/absence reports, invoices, accounts, and purchase requisitions, work orders, course catalogues, etc., using a typewriter or computer.

Checks student attendance, maintains student attendance records, and may make telephone calls regarding absenteeism.

Requisitions, orders, receives, inventories and maintains school/office supplies, equipment and learning resources.

Produces correspondence and computer generated reports from various formats.

Assigns tasks to other clerical staff and advises new staff, as required.

Processes accounts payable and receivable; posts receipts and disbursements to accounts and ledgers; reconciles and balances a variety of school accounts; prepares cheques for signature; prepares monthly financial reports; prepares annual statement of revenue and expenditures.

Maintains Imprest account and petty cash, and makes bank deposits.Acts as school receptionist, receives, classifies and distributes mail and courier documentation, receives and directs visitors, receives and routes telephone calls and provides a variety of information and assistance in person, by a PA system, and by telephone to students, parents, staff, and the general public.

 May administer minor first aid.

 Performs related duties, as required.

 JOB REQUIREMENTS

 KNOWLEDGE, ABILITIES AND SKILLS

Knowledge of and ability to accomplish tasks on personal and networked computer systems used in education centres for site-based funds bookkeeping, district requisitioning, district financial transactions, employee attendance, student records, word processing, library and related functions.

Knowledge of bookkeeping, cash handling and financial practices and their practical application in satisfying district standards related to site-based funds and district funds allocated to education centres.

Skill and ability in interpersonal relationships, within the work group and with outside contacts.

Knowledge of business English and demonstrated ability in written and verbal communication skills, including grammar, spelling and punctuation.

Ability to operate general office equipment including calculators, adding machines, fax machines, photocopiers, typewriters, etc.

Ability to utilize computer equipment and software applications.

Ability to learn the operation of unfamiliar office equipment unique to a given work site. Specific training, outside of the job training shall be arranged and provided for by the employer, if required.

Knowledge of applicable district and local policies, regulations and practices which govern activities.

Ability to multi-task and meet established deadlines and time frames even with constant interruptions.

Ability to assist and direct clerical personnel.

TRAINING AND EXPERIENCE

Completion of grade 12, plus additional post secondary courses in office practices and/or business courses including the utilization of computers and basic bookkeeping.

Two years' related general office experience, or an equivalent combination of training and experience.

LICENCES, CERTIFICATES, AND REGISTRATIONS

None