Description
NON-UNION
The Secretary-Treasurer’s Department is responsible for the corporate secretary and business functions of the Division including the administrative management of the functions of the Board of Trustees, its committees and related matters; responsible for legal matters and liaison with the Division’s solicitors; contract administration; records management; and the administration of the business affairs of the Division.
Under the supervision and direction of the Assistant Secretary Treasurer, the Administrative Secretary is responsible for providing secretarial support with legal matters pertaining to the Division; secretarial assistance to the Assistant Secretary Treasurer; and organizational support of a confidential nature to assist in the general operation of the department under the direction of the Secretary Treasurer and/or Assistant Secretary Treasurer, with supervision of the Office Supervisor.
Duties and responsibilities may include but are not limited to:
Provides administrative/secretarial support in regard to the Division’s legal matters
Prepares and may compose correspondence, memos, reports and legal documentation for signature of Secretary Treasurer and Assistant Secretary Treasurer.
Reviews, maintains, follows up and distributes all legal documents such as collective agreements, funding agreements, leases, insurance releases, etc. and verifies with source materials to ensure completeness and compliance with legal standards, division policies, and/or Board authority.
Prepares contracts for capital construction and monitors all contracts for insurance and bond compliance.
Records and maintains division legal opinions and searches precedents as required.Maintains the legal filing system in accordance with the Records Retention policy.Processes legal invoices and reimbursement claims for payment.
Reviews, identifies and distributes provincial statutory publications as appropriate.
Provides secretarial assistance to the Assistant Secretary Treasurer
Prepares and distributes written and confidential materials including correspondence, reports, minutes, forms, statistical material, leases, contracts, etc. Composes routine correspondence for signature.
Schedules meetings and appointments, ensures dates and times are not in conflict; books meeting rooms; ensures necessary files and materials are brought forward and/or circulated. Receives, opens and reviews incoming mail for Administrator.
Screens telephone calls, answers enquiries and/or questions, takes messages, or refers calls as appropriate.
Performs a variety of miscellaneous duties including:
Processes student scholarship and bursary awards following Board approval.
Records and maintains Division sites and land title files and Division by-laws, Debentures, Financial statements; maintains, records and processes Division insurance policies and payments.
Processes correspondence regarding Statements of Claims, Zoning Applications, Human Rights claims, liens, etc.; and processes shared service agreements and payments.
Provides backup assistance to the Administrative Secretary as required; and assumes responsibility for daily supervision of clerical staff in the absence of the Office Supervisor.
Dedication to anti-racism, equity, and diversity.
Proven commitment to Truth and Reconciliation.
Proven ability to build collaborated cultures founded on integrity and collective purpose.
Performs other related duties within this classification and other related classifications not exceeding skills and capabilities as required.
Qualifications:
Completion of secondary education with additional secretarial and/or business education training related to this position
5 years of office and supervisory experience is required
Proficiency in Microsoft Office Word and Excel at in intermediate level
Accurate keyboarding of at least 40 words per minute
Knowledge of accounting practices and procedures would be considered an asset
Knowledge of division policies, procedures and collective agreements considered an asset
Ability to work independently, with minimal instruction or guidance
Strong communication and interpersonal skills to successfully interact with department staff and senior administration
Ability to work in an environment with multiple interruptions, time pressures and tight deadlines
Demonstrates excellent organizational skills and exercise a high degree of discretion
Ability to maintain confidentiality is essential
How to apply:
Click the button "Apply Online" and log into your account. First time users will be required to create a profile to apply.
We thank all interested individuals, however only those selected for an interview will be contacted.
Employment is subject to a clear Child Abuse Registry check and Police Information Check
Winnipeg School Division has an Employment Equity policy which strives for the removal of barriers to the hiring, advancement, full inclusion, and fair representation of women, Indigenous peoples, 2SLGBTQQIA+ community, persons living with a disability and racialized people at all levels within the organization. In support of achieving a diversified workforce, preference will be given to qualified candidates self-identifying as belonging to one of the Employment Equity groups.
About Winnipeg School Division
WSD is one of Manitoba’s largest employers with over 6,000 full and part time employees in 84 locations including 79 schools (including one virtual school), two administrative buildings, a training centre, a buildings maintenance location and school bus depot and our fleet of almost 100 school buses. Every employee is vital in helping us achieve our purpose, vision, values and principles of learning to support the almost 30,000 students we serve.
Joining Winnipeg School Division means getting the opportunity to work in schools in a variety of communities throughout Winnipeg that are culturally diverse and emphasize the inclusion of all students.
