School Secretary, Program for Students with learning disabilities, Seasonal position

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Competition # PDSB25-007

Join 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 Amethyst Demonstration School in London.

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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.

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What you bring to the team

Knowledge and Experience

• 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

• 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

• 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

• 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.

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Don't meet every qualification?

If you are excited about this position and meet most, but not all, of the listed qualifications, please still consider applying. We recognize that no one person might have every qualification in this job ad, and you just might be the right candidate!

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How we support diversity, inclusion and accessibility

We are building an inclusive workforce that reflects the communities we serve. We encourage everyone interested in working with us to apply, including people with disabilities, Indigenous, Black and racialized individuals, as well as people from all ethnicities, cultures, sexual orientations, gender identities and gender expressions.

Our hiring process is accessible, consistent with Ontario's Human Rights Code and the Accessibility for Ontarians with Disabilities Act, 2005. We are working to prevent and remove barriers in our hiring processes and can offer  accommodation to address specific needs related to Code-protected grounds such as disability, family status and religion. For more information about accommodation during the hiring process please  contact us.

Learn more about the work the OPS is doing to create an inclusive, anti-racist, accessible and diverse workplace:

• diversity, equity and inclusion initiatives
• accessibility
• Anti-Racism Policy

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Additional information:

Note:

• About security checks:
  A criminal or other federal offence record does not automatically disqualify you from the position. We consider each situation based on the position's responsibilities.
  If a check is needed and you've lived outside of Canada in the past 5 years for 6 or more months in a row, or if you are not a Canadian resident, you'll need to provide an out-of-country police clearance certificate from the country you lived in.
  Employment screening checks are only reviewed and evaluated by the Transition and Security Office, which also maintains them and keeps them strictly confidential.

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Language requirements and assessment:
All external Ontario Public Service (OPS) job ads are posted in English and French. Check the "position(s) language" section at the top of each job ad for the language requirements. For all roles, candidates are assessed in English, the business language of the OPS. If the position is bilingual (English/French), you'll also need to pass a French-language proficiency test.

Exigences en matière de langue et évaluation:
Toutes les offres d'emploi externes de la fonction publique de l'Ontario (FPO) sont affichées en français et en anglais. Consultez la section « Langue du ou des postes » en haut de chaque offre d'emploi pour connaître les exigences linguistiques. Pour tous les postes, les candidats sont évalués en anglais, la langue d'affaires de la FPO. Si le poste est bilingue (anglais/français), vous devrez également passer un test de compétences linguistiques en français.

All external applicants (including former employees of the Ontario Public Service) applying to a competition in a ministry or Commission public body must disclose (either in the cover letter or resume) previous employment with the Ontario Public Service. Disclosure must include positions held, dates of employment and any active restrictions as applicable from being rehired by the Ontario Public Service. Active restrictions can include time and/or ministry-specific restrictions currently in force, and may preclude a former employee from being offered a position with the Ontario Public Service for a specific time period (e.g. one year), or from being offered a position with a specific ministry (either for a pre-determined time period or indefinitely). The circumstances around an employee's exit will be considered prior to an offer of employment.

Information collection notice

We are collecting your personal information to assess how well you meet the qualifications for employment with the Ontario Public Service, and for related recruitment purposes. The collection of personal information is necessary to the proper administration of OPS Careers, which is an authorized common service in accordance with s. 6 of the Ministry of Government Services Act, R.S.O. 1990, c. M.25.

Please do not include any more personal information than is needed for your application (for example, do not include your photograph or social insurance number).

If you have any questions about how your information is collected, used, shared or saved, please contact us.