Education Centre Secretary - Learning Centre

NATURE AND SCOPE OF WORK

The Education Centre Secretary - Learning Centre performs work of considerable variety and complexity, including the provision of administrative support services at a designated district learning centre. 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, and due to the unique nature of the student population.

The ECS-LC performs work which involves summarizing statistical information involving substantial communication with others, such as those involving documents of students, and provision of information to the public and Ministry of Education. The ECS-LC provides procedural advice and guidance to other staff and employees (i.e. report card marks, comments, course requests, etc.)
 
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

Uses a computer and software applications in the keyboarding, storage, preparation and production of correspondence, newsletters, forms, staff records, employee attendance/absence reports, accounts, maintenance work orders, course catalogues,  lists, staff meeting agendas and minutes, newsletters, month end reports and related materials.  Keyboards from copy, rough draft, general instructions and composes routine correspondence.  Inputs, edits and deletes information in prepared programs as necessary.

Acts as a secretary to the Administrative Officer(s): 
Makes and cancels appointments; processes confidential material; arranges meetings; answers and processes telephone and personal enquiries; ensures the efficient operation of the office; attends meetings and takes notes as required. 

Preparing District & Ministry reports as required related to courses, course codes and graduation requirements. Working with students, counsellors and Ministry representatives regarding student graduation requirements.  Updating students’ marks.  Shutting down for previous school year, which will put student mark records into Ministry databases by completing each step of the process in the proper order and understanding why. Setting up all the parameters related to the new school year to ensure a proper and efficient start-up, setting up class lists, and ensuring that all data is accurate and proper coding in District and Ministry screens is complete.  Properly registering and withdrawing students leaving the school to ensure that accurate data is provided to the Planning Division.  Generation of report cards.  Provides accurate reporting of student marks, graduation status and government exams.  Ensures that SIS manuals are kept accurate and up-to-date, as necessary.  

Processes new registrations, withdrawals, attendance, P/R cards and student records, suspensions, etc., utilizing computer and manual systems.

Checks student attendance, maintains student attendance records, and may make telephone calls regarding absenteeism.  Assists with field trip arrangements including bookings and transportation.   

Collects payments for various school activities; issues receipts and makes bank deposits; processes account payables and receivables; maintains computerized site-based funds accounting records; prepares, reconciles and balances a variety of accounts; produces cheques, prepares annual statement of revenue and expenditures; maintains imprest account and petty cash.

Maintains, records and updates budget account expenditures and balances.  Provides Administrative Officer with information and assists with planning the budget.
                                  
Requisitions, orders, receives, inventories and maintains school/office supplies, equipment and learning resources.

Acts as school receptionist, processes incoming and outgoing mail; receives and directs visitors; receives and routes telephone calls; provides a variety of information and assistance with respect to registration, finances, student marks, school policies and procedures; graduation status and government exams to students, parents, staff, the general public and the Ministry of Education.

Coordinates and participates in the work of support staff and monitors the progress and problems of daily work flow while establishing plans to complete and solve them.   May be required to train other support staff.

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, Board and Ministry information requirements  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 acquire and apply knowledge of Board, school and Ministry of Education policies, regulations and practices regarding courses, graduation, etc.

Ability to assess and meet established deadlines and time constraints, despite frequent interruptions, and the flexibility to adapt and respond to changing priorities.

Ability to work under minimal supervision and act with a high degree of independent judgement and action on a variety of matters.

Ability to assist and direct clerical personnel.

Ability to establish and maintain effective working relationships with school and district staff, students, parents and the public to explain school rules, policies and procedures and supply information and assistance, as required.

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

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.

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