Secondary Information Management Clerk

NATURE AND SCOPE OF WORK

The Secondary Information Management (SIM) Clerk reports to Head Secretary Secondary School performing assigned clerical and related tasks.  The SIM clerk must be able to work in a collaborative, team based structure of a Secondary School Office. Tasks follow well-established work methods and procedures and require independent judgment and action in the operation of a school administrative office under a minimum of supervision.  The SIM Clerk acts as relief for other support staff and assists other clerks in both routine and non-routine tasks.

The SIM exercises courtesy, discretion, and diplomacy in explaining applicable rules, policies and procedures and in supplying information and assistance to students, parents, staff, public and the Ministry of Education.

The work of SIM Clerk is distinguished from that of a "Secondary School Clerk" by the requirement to work with limited direction, and by a greater degree of complexity, responsibility and individual decision making.  A SIM Clerk may performs work, which involves summarizing statistical information involving substantial communication with others, such as those involving documentation of students, and provision of information to the public and Ministry of Education. A SIM Clerk provides procedural advice and guidance to other staff and employees (i.e. report card marks, comments, course requests etc.)

TYPICAL RESPONSIBILITIES

- Preparing District & Ministry reports as required related to courses, course codes, graduation requirements.

- Working wit.h students, counselors 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, working closely with the Principal or Vice-Principal responsible to complete and input the school's timetable 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 Div.

- Generation of Report Cards. (DOS and MAC platforms).

-The SIM Clerk must be aware of what is required for the smooth operation of a Secondary School. The job is complex and requires a high degree of organization and the ability to learn and retain facts, and work independently.

- Provides accurate reporting of student marks, graduation status and government exams.

- Processes new registrations, PR cards, withdrawals, attendance, suspension, etc., utilizing computer or manual systems and maintains and updates the student/staff records system.

- Ensure that SIS manuals are kept accurate and up-to-date, as necessary.

- Performs related duties, as required.

- Answers enquiries from parents, students and Ministry relating to students.

- Prepares letters/notices to parents, memos to teachers/district office representatives, meeting agendas, minutes, newsletters, student handbook etc.

- Answers telephone and service counter queries from students, parents and other visitors, providing information and other directions as needed. May use PA system.

- Provides relief coverage and gives direction and advice to other office clerical staff, when needed.

- Attends to sick students and minor first aid cases and administers pre-approved medication to students as required.

KNOWLEDGE, ABILITIES AND SKILLS

Ability to establish and maintain effective working relationships with school and district staff, students, parents, facilities staff, and the public to explain school rules, policies and procedures and supply information and assistance, as required. Interpersonal and communications skills required to perform the duties of the position.

Oral and written communications skills and the use of business English including spelling, grammar and punctuation.

Ability to acquire and apply knowledge of board, school, and Ministry of Education policies, regulations and practices regarding courses, graduation, etc.

Knowledge of and experience with current office systems and practices and school district systems relating to both Board and Ministry information requirements including the use of network computer systems/PC's for student records, employee attendance/absence reports and related functions. 

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 organize and prioritize tasks and work independently.

Ability to operate a variety of office and school equipment including, computer terminals/PC's, calculators, fax machines, adding machines etc., and the ability to learn the operation of unfamiliar office equipment unique to a given worksite.

TRAINING AND EXPERIENCE

Completion of grade 12, including additional courses in business procedures and information processing. (MS Office)

Eighteen months related experience in a comparable office environment, or an equivalent combination of training and experience. 

Ability to complete a training program involving the SIS System, concerning GRAD requirements (see earlier description) scheduling, and Ministry transfers. (To be completed/updated during the initial trial period)

LICENCES, CERTIFICATE AND REGISTRATIONS

None