Head Secretary - Secondary School

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

NATURE AND SCOPE OF WORK

The Head Secretary - Secondary School performs work of considerable variety and complexity in providing administrative support services and is responsible for organizing and directing the operations of the general office in a secondary school.

An employee in this classification directs, supervises and assists in the effective provision of administrative, secretarial, accounting, clerical and reception services in the school office.    The work of the Head Secretary - Secondary School is distinguished from that of other clerical positions by a greater variety and complexity of duties and knowledge of school and district rules, policies and procedures. Work is performed under an administrative officer's direction and with a high degree of independent judgement and action in dealing with a variety of assignments and situations.

The Head Secretary - Secondary School exercises courtesy, discretion and diplomacy in explaining school rules, policies and procedures and in supplying information and assistance to staff, students, parents and the public.

The Head Secretary - Secondary School reports to Management.

TYPICAL RESPONSIBILITIES

As general office supervisor of a secondary school, directs, supervises and participates in the work of support staff engaged in secretarial, accounting, clerical and receptionist duties for the school. Monitors the progress and problems of daily work flow, as needed.

Acts as secretary to administrators: makes and cancels appointments, arranges meetings, processes confidential material, implements new or improved office methods and procedures.

Relieves administrators of routine detail such as daily school opening routines, TOC orientation and record keeping.

Uses a computer and software applications in the keyboarding, storage, preparation and production of correspondence, forms, records, student information, timetables, transfers in/out, report cards, accounts, month end reports and related materials.  Keyboards from copy, rough draft general instructions or dictation and composes routine correspondence. Inputs, edits and deletes information in prepared programs, as necessary.

Undertakes data searches, compiles and checks clerical records to provide accurate information in response to enquiries; prepares tabulated statistical reports and summaries, checks a variety of material for accuracy and completeness and promotes effective office operations.

Assembles, indexes, organizes and concludes filing requirements of office correspondence, documents, forms, reports, etc.

Maintains records and updates budget account expenditures and balances, and provides administrators and department heads with information needed to plan and administer the budget.

Collects payments for various school activities; issues receipts and makes bank deposits, processes accounts payable and receivable; 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; provides records for annual audit.

Requisitions, purchases, receives, checks, stores and distributes school and office supplies and equipment.

Performs receptionist duties, receives and processes a wide variety of enquiries, explains school rules, policies and procedures, and provides information and assistance with respect to registration, finances, student marks, graduation status and government exams, to staff, students, parents and the public.   Processes incoming and outgoing mail.

Liaises with district and community transportation services to arrange and/or reschedule transportation for students and school activities.

Trains support staff and checks, reviews and supervises the work of same. May provide input for the evaluation of these employees.

Attends to sick students and minor first aid calls, and administers pre-approved medication to students, as needed.

Performs related duties, as required.

JOB REQUIREMENTS

KNOWLEDGE, ABILITIES AND SKILLS

Knowledge of the policies, regulations and practices relating to school operations.

Skill in verbal and written communication and the use of business English including spelling, grammar and punctuation.

Knowledge and experience of current office systems and practices and school district systems relating to both Board and Ministry information requirements including the use of PC and network computer systems for school accounting, district finance enquiry, student records, employee attendance/absence reporting, supplies and services requisitioning and related functions.

Knowledge of accounting, cash handling and financial practices and their practical application in satisfying district standards relating to site-based funds and district funds allocated to secondary schools.

Ability to direct, supervise and participate in the secretarial, accounting, clerical, receptionist and general office services of a secondary school office.

Ability to meet established deadlines and time constraints despite constant 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 perform data and word-processing and typing assignments in accordance with school methods and procedures.

Ability to train support staff and assign, check and supervise work of same.

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 a variety of office and school equipment including PC's, calculators, fax machines, adding machines, etc., and the ability to learn the operation of unfamiliar office equipment unique to a given worksite.  Specific training, outside of on-the-job training, shall be arranged and provided for by the employer, if required.

Ability to become familiar with the applicable policies, regulations and practices governing district activities.

TRAINING AND EXPERIENCE

Completion of Grade 12, plus additional post secondary courses in business, computers, accounting and office management leading to a certificate or diploma in office management, or equivalent.

Two years' related experience in a comparable office environment, or an equivalent combination of training and experience.

LICENCES, CERTIFICATES AND REGISTRATIONS

None