Head Secretary - Elementary School

(Formerly: Clerk-Typist II/Clerk-Typist III)

NATURE AND SCOPE OF WORK

The Head Secretary - Elementary School performs work of considerable variety and complexity, involving the provision of administrative and clerical support services.

The Head Secretary – Elementary School assists the school administrative officer by organizing and directing the operations of the school office.  The Head Secretary – Elementary School performs a variety of administrative duties including bookkeeping.  An incumbent exercises a high degree of independent judgement and action in dealing with students, parents, staff, and the public on a variety of matters. Work is performed in accordance with well-established procedures under a minimum of supervision. The Elementary School Head Secretary exercises courtesy, discretion, and diplomacy in explaining applicable rules, policies and procedures and in supplying information and assistance to students, parents, staff, and the public. The Head Secretary – Elementary School reports to Management.

TYPICAL RESPONSIBILITIES

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; registers students; explains rules, policies and procedures; ensures the efficient functioning of the school office.

Directs, supervises 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.  Trains support staff and checks, reviews and supervises their work.

Prepares, maintains, and produces a variety of materials such as records, lists, student's demographic information, report cards, employee attendance/absence reports, invoices, accounts, and requisitions.

Produces correspondence and other material from copy, rough draft and general instruction.

Prepares reports and statistical documents. Composes routine correspondence. May take notes at meetings.

Processes new registrations, PR cards, withdrawals, attendance, suspension, etc., utilizing computer and manual systems.

 Prepares and maintains filing systems and records including performing routine back-ups.

Checks student attendance, maintains student attendance records, and makes telephone calls regarding absenteeism, as required.

 Requisitions, receives, checks and stores school/office supplies.

Performs bookkeeping to maintain site-based financial records; 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, makes bank deposits.

Acts as school receptionist, receives, classifies, and distributes mail and courier documentation, may operate a PA system, receives and directs visitors, receives and routes telephone calls and provides a variety of information and assistance in person and by telephone to students, parents, staff, and the public.

Attends to sick students and minor first aid cases and administers pre-approved medication to students as needed. Contacts parent/guardian by telephone for pick-up of student in the event of illness.

Assists with field trip arrangements including bookings, transportation, etc.

Coordinates information and flow of communications, via manual and computer systems, in relation to employee attendance/absence reporting, supply requisitioning, maintenance and transportation requisitioning, extra bus trips, etc.

Maintains emergency procedures for staff.

May provide clerical assistance to the library, as required.

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 elementary schools 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 relating to site-based funds and district funds allocated to elementary schools.

Interpersonal skills, especially relating to the leadership and direction of junior clerical staff, and in promoting teamwork and good communications both within the work group and with outside contacts.

Written and verbal communication skills, including grammar, spelling and punctuation in the English language.

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 compose and execute routine letters, memoranda, and reports, as required.

Ability to liaise with co-workers, supervisory personnel, facilities staff, students, and the general public to provide factual information concerning school rules and regulations and other building level information as appropriate or required.

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

 Ability to supervise clerical personnel.

TRAINING AND EXPERIENCE

Completion of grade 12 plus additional post secondary courses in office practices and basic bookkeeping.

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

 LICENCES, REGISTRATIONS AND CERTIFICATES

None