Victoria - C2425/218 School Secretary

• Posting Detail Posting: C2425/218 Description: School Secretary Start Date: May 12, 2025 End Date: July 4, 2025 Posting Date: April 17, 2025 Closing Date : April 23, 2025
• 4:00pm Location Prospect Lake Position School Secretary Assignment Type Temporary Hours 35 Communication Establishes and maintains effective and efficient communication networks within and between schools, the Board Office, parents, community and government agencies Maintains the confidentiality of all student/parent/employee discussions and correspondence Problem solves routine parent/student and employee issues as they arise and consults with administration Registers and welcomes new students and families to the school including requesting records from previous schools Withdraws and completes discharge process for departing students including forwarding of records and filling out of Permanent Record Cards Makes announcements to staff, students and parents using the PA system Provides information related to school and school district procedures, policies and guidelines related to student activities.

• General Oversees and supervises overall office operations for all staff in the office Monitors compliance at the worksite of student custodial issues and restraining orders Provides assistance and support to other members of staff Provides recommendations on office administration and school policies and procedures Trains, supervises and provides orientation to employees, volunteers and students Coordinates the orientation of new staff members and establishes access and account information for new staff to the school district email system, student information system, etc.

• Accounting Monitors school budget and account information for public and non-public funds Monitors and reconciles MasterCard accounts for the school Prepares and deposits funds, forwards information to the Board Office Coordinates the purchase and maintenance of equipment, software, hardware and supplies Maintains and controls a petty cash fund Office Operations
• Staff Oversees the school attendance records Reviews staff absence entries for accuracy prior to authorizing at week's end Enters and documents employee changes (absences, new hires, assignment changes) Troubleshoots initial payroll issues/questions for employees at the school Office Operations
• Technical Maintains and updates student data for Ministry reporting/funding requirements Liaises with District Placement Office regarding student enrolment numbers Coordinates and administers information and statistics on students and programs, compiles and updates students' files, maintains students' tracking information (including international students) Prepares complex documents, reports and confidential correspondence and composes documents as needed Supports and assists staff in the use of office software including word processing, spreadsheet, desktop publishing and school-based student information systems Provides in-service, troubleshoots problems and arranges for repair on office equipment Updates school website and oversees school website, ensuring all information is current and accurate Performs other assigned duties that are within the area of knowledge and skills required by| the job description.

QUALIFICATIONS Grade 12 Certificate in Office Administration Four years' related experience Demonstrated advanced book-keeping knowledge Working knowledge of school-based student information systems Working knowledge of Accounting and Attendance Management systems Demonstrated ability to compose effective business correspondence in an efficient manner Demonstrated ability to multi-task and work in an office environment with regular interruptions and tight time pressures Valid B.C.

Class 5 Driver's License Or an equivalent combination of training and experience DESIRABLE SKILLS Knowledge of District policies and procedures Working knowledge of Linux operating systems Working knowledge of open source word processing software (e.g.

LibreOffice) DATE February 2014