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Administrative Secretary E, Schools (Casual Roster - Various Schools) At Calgary Board of Education

Location: Calgary, Alberta

Job Description

The purpose of this position is to provide confidential administrative, secretarial and office management support, often in an independent manner, to assigned school. This position is accountable for providing effective and accurate support services to ensure the efficient workflow and operation of the school as well as for providing and disseminating accurate information regarding school decisions, procedures, practices and policies.

Due to the location of this position in a school setting, the incumbent requires specific skills necessary to perform a variety of functions that are unique to the setting including responding to parents and the needs of students such as sickness and injury.


1. Administrative Support:

  • Serves as Administrative Secretary to the Principal and administrators in the school. Sorts and refers mail and e-mail, answering routine correspondence as necessary. Coordinates meetings and conferences. Screens calls and provides factual information regarding the operation of the school. Prepares form letters and notices. Takes minutes at staff meetings as required.
  • Ensures provision of reception service to telephone and counter callers, relays messages, and makes appointments and supplies factual information, including basic school policy and procedures. Maintains inventories and distributes requisitions for supplies and services. Distributes office supplies.
  • Schedules conference and meeting rooms. As required, may assist with bookings, arranges transportation, processes release forms, permission slips, and notices according to established procedures for field trips.
  • Maintaining office files, wall charts, bulletin boards, etc. Responsible for the production of school newsletters, and teacher/ student handbooks/agendas.

2. Office Management:

  • Oversees other administrative support staff. May assist in the selection of other secretarial and/or clerical staff within the school. Arranges their training and monitors production and proficiency. Serves as a resource to staff in the school in procedures and methodology. May provide input for the preparation of performance evaluations. Coordinates work schedules to ensure coverage of the office as required.
  • In conjunction with the Principal, coordinates the assignment of work within the office. Analyzes workload and workflow and recommends changes to balance workload. Assigns work to office staff and ensures provision of administrative support to the administration team as time permits.
  • Completes volunteer applications. Trains volunteers in procedures and operation of equipment.

3. Records Management:

  • Processes and verifies school staff absentee and vacation records for the school according to established procedures. Prepares reports and summaries as requested by the Principal. Completes work relating to the student information system.
  • Assigns duties applicable to the recording and processing of attendance information, and the telephoning of parents to verify attendance. Assists in maintaining accurate school enrolment records by processing changes to personal data, class lists, and additions and deletions to the school. Compiles reports and summaries as necessary.
  • Ensuring data relating to the Student Information System (SIRS) is accurately entered.
  • Assigns duties applicable to the documentation and maintenance of school and student files. Ensures processing of student records. Requisitions cumulative records. Records promotion information, student registration, etc. and files test results, and reports dealing with social and personal problems. Forwards cumulative record folders as required.
  • As required, coordinates the processing and preparation of electronic report cards. May involve the distribution, collection, and verification of mark-gathering documents and the coordination of processes for preparation of report cards.

4. Bookkeeping:

In the absence of a Bookkeeper or Business Manager:

  • Maintains accurate and up-to-date financial records and assists in the preparation of the budget;
  • Performs bank reconciliations in a timely manner and records deposits in appropriate general ledger accounts;
  • Monitors bank account levels and makes recommendations concerning school investments;
  • Maintains control of petty cash funds, disburses cash and issues cheques in payment of expenditures;
  • Responsible for the collection of accounts and NSF cheques;
  • Oversees the assignment of locks and lockers and the inventory of Purchase Cards;
  • Prepares purchase requisitions and disbursement vouchers for supplies, equipment and services,
  • Maintaining files of requisitions and purchase orders;
  • Prepares directive to invoice for services related to projects and memoranda of understanding and student accounts;
  • Remains current with respect to CBE administrative regulations and practices as they pertain to finances and purchasing, advising school administration, as appropriate.

5. Performing Other Duties as Assigned:

  • Assists in preparation for school opening and closing. Ensures the completion of class lists, processes promotion information, etc.
  • Arranges maintenance and service of photocopier and other office equipment as necessary.
  • Receives and registers substitute teachers advising of school procedures and issuing lesson plans as necessary. May maintain lists of substitutes for the school. Issues lesson plans and emergency response information. May arrange class coverage due to substitute teacher or support staff shortages/ lates.
  • Processing fan-out messages to feeder schools and following crisis procedures.
  • Responsible for and may delegate requisitioning school bus passes and their distribution. Prepares summaries and reports as required.
  • May be responsible for the school vault and assignment of keys to staff.
  • Serves as member of school emergency response team. Responds to emergencies and may be responsible for the performance of minor first aid during the absence of the nurse. In the event of serious injury, contacts parents or other school staff.


Education and Experience

  • Post-secondary diploma in a recognized administrative assistant program (i.e. Administrative Information Management Diploma or equivalent)
  • Three to five years related administrative support experience in an office environment
  • Experience with standard accounting software programs such as “Quick Books” or “AccPac” or bookkeeping accounting courses (if Bookkeeper or Business Manager not present at school)
  • An equivalent combination of directly related post-secondary education and directly related experience may be considered.

Demonstrated Skills and Competencies

  • Strong knowledge of office / records management
  • Supervisory experience an asset
  • High degree of proficiency in office computer applications such as word processing, spreadsheet, computerized accounting, database, publishing and presentation applications, electronic mail/calendar applications and other information management tools
  • Strong data entry skills with an emphasis on accuracy
  • Ability to multi task and work with continuous interruptions
  • Effective leadership, coaching and supervisory skills
  • Exceptional customer service orientation
  • Strong time management, prioritization, multitasking and organizational skills
  • Strong ability to adapt and manage change
  • Strong interpersonal and strong verbal, listening and written communication skills combined with the ability to speak with confidence
  • Strong conflict management skills
  • Ability and success in building productive relationships with co-workers, staff and other internal and external stakeholders
  • Professionalism, tact, courtesy and diplomacy skills
  • Ability to deal with sensitive and discretionary matters and maintain strict confidentiality
  • Strong problem solving and strong decision making skills
  • Use of appropriate judgement in a framework of generally established methods, protocols and procedures
  • Ability to work independently under general supervision

NOTE: Positions designated for bilingual programs may require fluency in spoken and written English and the appropriate second language.

Conditions of Employment

In order to ensure and maintain a safe and secure working and learning environment, applicants new to the Calgary Board of Education WHO ARE OFFERED EMPLOYMENT must complete and pass a police security clearance before employment is confirmed.