Job ID: 213564 Competition # PDSB24-042Join the team that's making a difference in the lives of Ontario's children and youth. The Ministry of Education, Provincial and Demonstration Schools Branch has an exciting opportunity for an experienced Seasonal School Secretary who will provide support to the Trillium Demonstration School in Milton.
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We are committed to build a workforce that reflects the communities we serve and to promote a diverse, anti-racist, inclusive, accessible, merit-based, respectful and equitable workplace.
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About the job
In this role you will provide secretarial and administrative support services to the school Principal and support the delivery of the education programs and services.
You will:
- Prepare a variety of documentation, and correspondence such as memos, reports, research documents, presentation materials.
- File, retrieve and/or distribute a variety of correspondence.
- Take meeting minutes and notes.
- Provide reception services/answer calls/greet visitors/respond to general inquiries and monitor building access.
- Make travel arrangements and set up meetings and event locations for the Principal.
- Manage the school Principal's schedules and calendars.
- Maintain and order supplies as required using a purchasing card and maintain/reconcile purchasing records.
- Prepare and maintain financial contracts.
- Manage the Student Information System, Power School software.
- Knowledge/Experience of the Safe Schools Arrivals and Departures.
- Knowledge/Experience maintaining Ontario Student Records.
- Undertake various other clerical and administrative tasks as assigned.
What you bring to the team
Knowledge and Experience
You have:
- Advanced administrative/secretarial experience.
- Working knowledge of School Messenger.
- Experience with managing the Student Information System.
- Experience with managing the PowerSchool database.
- Experience with Safe Schools Arrivals and Departures.
- Demonstrated knowledge of office practices and administrative procedures.
- Experience and proficiency using various software programs, including word processing, presentation, spreadsheet and database software.
- Proficiency in preparing, formatting and coordinating a range of correspondence and documents.
- Maintain and order supplies as required and prepare financial statements/reports and deliver in alternate formats as necessary.
Technical Skills
You have:
- Demonstrated experience using personal computers and software applications to prepare correspondence, presentations, spreadsheets, databases, Microsoft Outlook and other standard software applications including Google Suite, School Messenger, PowerSchool.
- Demonstrated experience using office equipment including photocopiers and facsimile machines.
Organizational, Reasoning and Problem-Solving Skills
You have:
- Organizational, time management and administrative skills to organize high volume of administrative and secretarial services, to set priorities and meet deadlines, to ensure a coordinated and efficient flow of information within office, program and school areas.
- Reasoning skills to determine what matters should be given priority when performing a variety of different administrative tasks with conflicting deadlines.
- Reasoning and problem solving skills to determine appropriate action for sensitive inquiries.
- Knowledge of Privacy Laws and Confidentiality.
Communication and Customer Service Skills
You have:
- Proven verbal communication and interpersonal skills to communicate with and provide information to clients in a courteous and professional manner, on the telephone, electronically and in person.
- Proven written communication skills to draft letters and memos.