Job percentage: 100%

Nature of the work

In addition to the duties defined in the class of employment of secretary, the principal and customary work of an employee in this class of employment consists in ensuring, as instructed or in conjunction with others, the smooth operation of the school or centre by assuming the responsibility and coordination of the administrative tasks of school or adult education or vocational training centre secretaries.

Characteristic functions

• As instructed or in conjunction with others, plan and organize secretarial work so that the school or centre complies with the various administrative obligations associated with the board, the ministries and various organizations and meets the deadlines of the operations and the various school or centre activities; carry out the follow-up and the appropriate reminders; takes note of the administrative procedures related to their task so that they may comply thereto and, if necessary, inform the persons concerned about them.
• As instructed and within the limits of their duties, the employee responds to requests and complaints and tries to resolve problems within their competence; in the absence of the administration and as instructed, provide information on the decisions and directives normally applicable to the problems reported to them.
• Comply the necessary information for the preparation of the budget, participate in preparing it, monitor it and prepare reports on the budget balances; keep the accounting books of the school or centre and of extracurricular activities, pay invoices and other accounts and make bank deposits; sign cheques jointly, reconcile accounts, keep a petty cash and collect funds raised during fund-raising events.
• Compile requests for material from school or centre staff, carries out the necessary calculations, verify budget allocations and prices with suppliers; purchase goods or fill out purchase orders as well as receive and distribute goods according to the policy in effect.
• Keep a school supply store. Draw up the physical inventory of the school's or centre's immovables and of library books. As regards the repair of material and equipment, request the appropriate services and ensure that the necessary repairs are made.
• As instructed, prepare the list of teachers available for substitution and, as requested, ensure that absent employees are replaced.
• Responsible for keeping registers and files concerning, among others, student registration and placement, staff and student absences, temporary staff payroll, school exams, report cards, declaration of student enrolment and student transportation; verify the necessary data, enter it, produce and forward reports; fill out forms.
• Respond to students' needs: convey, in unusual circumstances, specific and pertinent messages to students, parents and school or centre staff and, if necessary, remind those concerned; according to the policy in effect and within their competence, take the appropriate measures in emergency situations; may be required to supervise students in exceptional circumstances and for short periods; if necessary; administer first aid; complete the reports required.
• May be required to carry out the loan of books and oversee the loan of audiovisual equipment and carry out administrative tasks related to the loan and rental of rooms, participate in organizing the materials for educational activities, such as transportation reservations.
• Respond to information requests on the follow-up of files and meetings, policies, regulations or other subjects related to the duties performed and, if necessary, remind those concerned; forward the pertinent documentation; handle the mail as well as find, gather and compile pertinent information; within the limits of their duties, prepare a draft response, forward it to the person concerned and ensure the follow-up; prepare a summary of complicated problems and issues before forwarding them to the person concerned.
• Organize meetings, convene participants and prepare the necessary files; draft, as instructed, a proposed agenda of the subjects compiled and, if necessary, attend meetings and prepare a draft of the minutes.
• Draft, from brief notes, memorandums or bulletins; take part in setting up a filing system; archive school or centre documents according to the policy in effect.
• Use a computer and the various software required to perform their duties related to word processing, database entry, spreadsheets and in-house programs; carry out research on the Internet and follow up on e-mail messages. May be required to help, on occasion, colleagues with the common software and programs used.
• May be required to train new school or centre secretaries and to coordinate the work of support staff.
• If need be, perform any other related duty.

Schooling and experience

• Hold a Diploma of Vocational Studies (DVS) in secretarial studies, a Secondary School Diploma or a diploma or an attestation of studies recognized as equivalent by the competent authority and have four (4) years of pertinent experience.
• The ability to speak and write well in English and in French.
• Have good computer knowledge; mainly Word and Excel (PowerPoint and Simply Accounting would be assets).
• Have initiative, autonomy, and demonstrate good interpersonal skills and abilities to work within a team (students, teachers, parents, personnel of the School Board, etc.)
• Must be patient, discreet, flexible and demonstrate a very good sense of organization.

Other requirements

• A valid certificate in First-aid.

N.B.: Tests will be conducted to assess writing skills in French and English, proficiency in Word and Excel, as well as secretarial skills.