Job opportunity
School Administrative Secretary (#070-AN)
Pembina Trails School Division
Pembina Trails School Division is committed to removing barriers to ensure employment opportunities are accessible for all applicants. If you require accommodation supports during the recruitment process, please contact
[email protected] .
Pembina Trails School Division is committed to the principles of equity, diversity and inclusion. We encourage applications from members of equity‑deserving groups with diverse abilities, backgrounds, cultures, and identities.
ALL DOCUMENT ATTACHMENTS MUST BE IN PDF FORMAT FOR YOUR APPLICATION TO BE CONSIDERED
SCHOOL ADMINISTRATIVE SECRETARY
HOURS OF WORK:
7.25 HOURS/DAY
START DATE:
January 04, 2027
Job Description
POSITION FOCUS
Under the supervision of the principal, the School Administrative Secretary is responsible for ensuring the harmonious and efficient operation of the school office, coordinating the work of the other clerical staff and providing secretarial and accounting services in support of the school’s activities.
Primary Duties
Under the direction of the school administrator, it is ultimately the responsibility of the Administrative Secretary to ensure the thorough and efficient operation for the office. The Admin Secretary is responsible for the work flow to ensure effective operation of the office. Assigned duties will vary from school to school depending on the number of office staff and the needs of the school.
Ensures confidentiality of school documents, records, correspondence, verbal information and other sensitive material
Processes and maintains materials as required: (i.e. student records, report cards, student grades, and timetables)
Responsible for submission of timesheets, absence reports, sub reports and general management of SFE (SmartFind Express)
Receives processes and/or maintains confidential material for school administration
Supports school administration in preparing Emergency Preparedness Plan
Maintains an emphasis on the importance of good public relations and ensures that the office activities reflect this emphasis
Greets visitors, determines needs and responds appropriately
Answers telephone, relays/takes messages and responds appropriately to requests for information
Supports school visitor access protocol
Management and distribution of mail for consideration by administration and staff
Composes correspondence for administration
Prepares routine correspondence, reports, notices, newsletters, memos and agendas
Creates and maintains email groupings
Submit IT work orders
Troubleshoot and process service requests for photocopier(s) and printers
Registration for Provincial Exams (where applicable)
Correspondence, data entry and scheduling of appointments for Parent Teacher Conferences
Prepares monthly/yearly enrolment reports
Correspondence, scheduling, screening calls, prime support for school administration
Support Field Trip planning and organization (permission slips, booking buses, etc.)
Monitors and manages staff/student parking assignments
Helps to care for sick and injured students and administers basic First Aid when required
Maintains appropriate First Aid supplies in collaboration with WPSH
Processes accident reports, WCB claims, in compliance with Divisional requirements
Liaise with Admin Office Staff
Other office duties as may be assigned from time to time by school administration
ACCOUNTING
Makes recommendations for the acquisition of office and general school supplies
Maintains accurate records of expenditures against budget plan
Balances monthly bank reconciliations
Maintains books for school bank accounts, issues cheques and provides necessary reports
Verifies and receipts cash received and prepares bank deposits and delivers to bank
Submits monthly recoverables to the Secretary Treasurer’s Department
Submits purchase orders using software
Maintains records and prepare annual T4A report
RECORDS MANAGEMENT
Registration of new students – secure verification (proof of identity and address, Birth Certificate, immigration status as applicable)
Registration of courses and communication to staff of new enrollment
Requesting and sending CUM files in accordance with Divisional policy
Ensure accurate student attendance records
Create Proof of Enrollment Letters as requested
Maintenance of Mayet student information
Configure Mayet for current teacher/room/course assignments
Pupil File management through Records Management protocol
Process Out of Catchment/Division Schools of choice applications
Annual Photo Release and Technology Acceptable Use Forms, distribution and management
Create necessary reporting for September 30th submissions
URIS
Management of URIS plans with nurse
Distribution of medication as required by URIS plan and supporting documentation
Identify medical needs and ensure proper paper work is processed
Maintain filing system for current and expired health care plans
Ensure proper storage of medication
Assist in arranging for any immunizations by WHRA as applicable
Ensure staff are made aware of student medical needs and treatment plans
Preferred Qualifications
Relevant post-secondary education or equivalent
Minimum two years’ experience in related field
Ability to work cooperatively as a team member
Accounting experience preferred
Excellent oral and written communication skills
A demonstrated ability to establish rapport with students, staff and parents
Microsoft Office and technology experience applicable to an office environment
Ability to prioritize work in a fast paced environment and meet deadlines
Effective word processing skills, ideally 50 wpm minimum
#J-18808-Ljbffr
Apply on source site [email protected] .
Pembina Trails School Division is committed to the principles of equity, diversity and inclusion. We encourage applications from members of equity‑deserving groups with diverse abilities, backgrounds, cultures, and identities.
ALL DOCUMENT ATTACHMENTS MUST BE IN PDF FORMAT FOR YOUR APPLICATION TO BE CONSIDERED
SCHOOL ADMINISTRATIVE SECRETARY
HOURS OF WORK:
7.25 HOURS/DAY
START DATE:
January 04, 2027
Job Description
POSITION FOCUS
Under the supervision of the principal, the School Administrative Secretary is responsible for ensuring the harmonious and efficient operation of the school office, coordinating the work of the other clerical staff and providing secretarial and accounting services in support of the school’s activities.
Primary Duties
Under the direction of the school administrator, it is ultimately the responsibility of the Administrative Secretary to ensure the thorough and efficient operation for the office. The Admin Secretary is responsible for the work flow to ensure effective operation of the office. Assigned duties will vary from school to school depending on the number of office staff and the needs of the school.
Ensures confidentiality of school documents, records, correspondence, verbal information and other sensitive material
Processes and maintains materials as required: (i.e. student records, report cards, student grades, and timetables)
Responsible for submission of timesheets, absence reports, sub reports and general management of SFE (SmartFind Express)
Receives processes and/or maintains confidential material for school administration
Supports school administration in preparing Emergency Preparedness Plan
Maintains an emphasis on the importance of good public relations and ensures that the office activities reflect this emphasis
Greets visitors, determines needs and responds appropriately
Answers telephone, relays/takes messages and responds appropriately to requests for information
Supports school visitor access protocol
Management and distribution of mail for consideration by administration and staff
Composes correspondence for administration
Prepares routine correspondence, reports, notices, newsletters, memos and agendas
Creates and maintains email groupings
Submit IT work orders
Troubleshoot and process service requests for photocopier(s) and printers
Registration for Provincial Exams (where applicable)
Correspondence, data entry and scheduling of appointments for Parent Teacher Conferences
Prepares monthly/yearly enrolment reports
Correspondence, scheduling, screening calls, prime support for school administration
Support Field Trip planning and organization (permission slips, booking buses, etc.)
Monitors and manages staff/student parking assignments
Helps to care for sick and injured students and administers basic First Aid when required
Maintains appropriate First Aid supplies in collaboration with WPSH
Processes accident reports, WCB claims, in compliance with Divisional requirements
Liaise with Admin Office Staff
Other office duties as may be assigned from time to time by school administration
ACCOUNTING
Makes recommendations for the acquisition of office and general school supplies
Maintains accurate records of expenditures against budget plan
Balances monthly bank reconciliations
Maintains books for school bank accounts, issues cheques and provides necessary reports
Verifies and receipts cash received and prepares bank deposits and delivers to bank
Submits monthly recoverables to the Secretary Treasurer’s Department
Submits purchase orders using software
Maintains records and prepare annual T4A report
RECORDS MANAGEMENT
Registration of new students – secure verification (proof of identity and address, Birth Certificate, immigration status as applicable)
Registration of courses and communication to staff of new enrollment
Requesting and sending CUM files in accordance with Divisional policy
Ensure accurate student attendance records
Create Proof of Enrollment Letters as requested
Maintenance of Mayet student information
Configure Mayet for current teacher/room/course assignments
Pupil File management through Records Management protocol
Process Out of Catchment/Division Schools of choice applications
Annual Photo Release and Technology Acceptable Use Forms, distribution and management
Create necessary reporting for September 30th submissions
URIS
Management of URIS plans with nurse
Distribution of medication as required by URIS plan and supporting documentation
Identify medical needs and ensure proper paper work is processed
Maintain filing system for current and expired health care plans
Ensure proper storage of medication
Assist in arranging for any immunizations by WHRA as applicable
Ensure staff are made aware of student medical needs and treatment plans
Preferred Qualifications
Relevant post-secondary education or equivalent
Minimum two years’ experience in related field
Ability to work cooperatively as a team member
Accounting experience preferred
Excellent oral and written communication skills
A demonstrated ability to establish rapport with students, staff and parents
Microsoft Office and technology experience applicable to an office environment
Ability to prioritize work in a fast paced environment and meet deadlines
Effective word processing skills, ideally 50 wpm minimum
#J-18808-Ljbffr