Description
Reports To: Head Secretary & Principal
Job Summary:
Under the direction of the Head Secretary and Principal to perform clerical and other related duties including administering the school attendance procedure and recording student attendance, performing library work, assisting in closing procedures, and assisting school public relations and communications.
Major Duties:
1. Provide Clerical Support To Principal, Staff And Students
Assist in preparing reports and forms required by the school including damage reports, purchase orders, exams, course calendars, student transcripts, university applications, Graduation material, etc.;
Type and photocopy for academic staff;
Type various documents, including: letters, reports, teacher appraisals, accident reports, supervision charts, exams, exam schedules, Commencement announcements Award Program correspondence, certificates, staff handbooks, staff agendas, etc;
File attendance lists and other documents in individual teachers' mail slots two to three times a day;
Update O.S.R. files by inputting new and changed information into the files in the Board database;
Open, scan, sort, distribute and file Board and postal mail; receive and direct supplies and equipment to their proper areas; collect, weigh, stamp and post outgoing mail;
Assist with mark entry input;
Update Board DSS System for student information.
2. Assist School Public Relations And Communications
Operate the telephone switchboard and place all long distance calls;
Receive and respond to telephone callers and individuals courteously, in taking messages, in supplying information and in directing callers or visitors to the appropriate person;
Provide information to and/or locate staff or students by means of the public address system;
Responsible for taking assignments from staff that will be absent;
Present, at all times, a positive image and response to the public.
3. Administer Student Attendance Procedure And Record Student Attendance
Check and file parental notes explaining their child's absence or lateness, or requesting permission to have them leave school early;
Write and issue "admit to class" and "permission to leave" forms to students who have been absent or late, as well as for students who will leave the school early or miss a class;
Phone parents of students who are absent or late to verify the student's whereabouts;
Check class attendance sheets to verify students who have missed a class and compile a list of unauthorized absences and give to appropriate person for action;
Advise parents, in writing on a periodic basis of their child's absences, lateness and/or non-attendance in class;
Provide attendance relief duty during lunch and busy times;
Collect daily attendance information (home form attendance sheets, admit and leave forms, phone calls, field trips, team lists, etc.);
Input this information into the computer and print and post or file the resulting attendance list.
4. Provide Assistance To Students, When Required
Administer preliminary first aid to injured students;
Request homework from teachers for absent students;
Provide general administrative tasks such as selling locks, distributing and collecting Driver’s Education forms, look after lost and found, etc.
5. Assist In Closing The School
Perform closing up procedures: lock up the filing cabinets and rooms, turn off machines, lights, and the computers, and put the phone on night line.
6. Assist In The School Library as Required
Responsible for performing computer work to process books for shelving;
Process magazines for the shelf;
Responsible for completing and sending out forms for new books to Duncan Media Centre;
Responsible for performing any other work needed to be done, as assigned by the Head Librarian.
7. Provide Assistance To The School Secretarial Team
8. Other Duties As Assigned By Principal or Head Secretary
Equipment Used:
Computer/printer, electric typewriter, photocopier, telephone, public address system, laminator, fax machine, postage meter
Qualifications:
1. Secondary School Diploma with an emphasis in job related areas of study, and up to 6 (six) months related employment experience, and/or, an equivalent combination of formal education and related employment experience.
2. Proficiency in word processing and computer keyboarding skills.
3. Ability to relate effectively with staff, students and public.
This is a 10 hour per week, 10 month permanent position.
The current work schedule for this position is Wednesday and Friday from 10:00 a.m. to 3:00 p.m.
The DDSB is committed to equity and inclusion in the recruitment and hiring of qualified staff who reflect the diversity of our region. We encourage submissions from candidates who represent the various dimensions of diversity. We are committed to providing barrier-free and accessible employment practices in compliance with the Accessibility for Ontarians with Disabilities Act (AODA). Should you require accommodation through any stage of the recruitment process, please make them known when contacted and we will work with you to meet your needs.
