Secretary III (1.0 FTE) 12 Month Position

Are you interested in working with our dynamic and progressive school division to pursue excellence in education for students professional learning opportunities a flexible health benefits package and a workplace that embraces diversity Then we are the place for you!

Who we are and what we value:

Parkland School Division (PSD) is a large progressive school jurisdiction serving Spruce Grove Stony Plain Fort Chipewyan and Parkland County. PSD meets the diverse educational needs of over 12000 rural and urban students among 23 sites including outreach schools and alternative education programs.

Our values are what guide us. We strive for learning opportunities that are purposeful essential relevant authentic and responsive while aiming for excellence in achievement. PSD also values trustworthy respectful relationships that promote resilience as students and staff work towards our Ultimate Goal: Student Success & Well-being.

The Parkland School Division has a Regular Full-time (1.0 FTE) Secretary III position available at Centre for Education with our Student Supports and Services team in Stony Plain Alberta.

Function and Purpose of Position

The Secretary III works as an integral part of the Student Supports and Services particular this position is responsible for the Program Unit Funding (PUF) program for ECS at Parkland School position requires that communication be established with school and Division staff contractors and Provincial Government officials for the purpose of providing and obtaining information arranging for the provision of services and exploring and resolving concerns and needs.

Secretary IIIs are ambassadors for Parkland School Division with an expert level of business knowledge and administrative skills

Secretary IIIs may:
Work under the direction of the Principal and/or designate
Work independently and collaboratively as part of a team
Must enjoy working with students families and the general public

Administration and Instructional Support

• Receiving and processing all registrations for the Early Education Program which is located at four school sites.

• Provide administrative/secretarial support for Student Supports and Services.

• Maintain and organize electronic and paper records such as invoices reports letters and resources according to administrative procedures.

• Assist with scheduling coordination and arrangements for meetings appointments special programs projects and events.

• Compile and prepare information for meetings conferences or related activities as well as schedule appointments and booking meeting rooms/facilities and relay information appropriately.

• Assist with the preparation of agendas and correspondence.

• Utilize Word or Google Docs advanced word processing features in order to compose format and word-process correspondence reports publications etc.

• Use spreadsheets databases presentation graphics and desktop publishing software applications for a variety of purposes.

• Order materials receiving shipments verifying and rectifying accounts and corresponding with suppliers.

• Maintaining inventory of supplies and arranging for replacement as necessary.

• Process placement forms transportation and releases for students and maintain out-of system placement records.

• Maintain and monitor the Division Professional Development platform including the registration and confirmation of course applicants generation of class lists certificates etc.

• Serve as Recording Secretary for meetings as requested.

Financial and Business Administration

• Provide business coordination and maintain and update financial records (accounts payable/receivable budget grants etc) for the Student Services and Supports department.

• Liaise with Division Account and Purchasing staff.

• Reconcile department accounts and credit cards.

• Arrange for direct purchasing of supplies and service.

• Process purchase orders.

• Generate invoices or overdue notices as necessary.

• Arrange registrations travel accommodations memberships subscriptions and payment of honoraria.

Reporting

• Prepare Program Unit Funding (PUF) information for ECS students for submission to the Funding Event System (FES).

• Prepare documentation for Program Unit Funding (PUF) for audit purposes for submission to Sharepoint.

• Determine and prepare student information for submission to the Transportation Parent Provided Grant.

• Produce financial information reports as required.

• Create and maintain databases preparing and retrieving customised reports with a high level of accuracy and attention to detail.

Communciation

• Provide liaison and communication assistance with regard to incoming calls from school staff parents and the general public.

• Liaise with community partners and outside agencies as necessary.

• Liaise with vendors on behalf of the department in arranging for goods or services problem solving and negotiating special services etc.

• Perform other duties as assigned.

Education and Experience

a) Education:
i) High School Diploma
ii) Completion of Office Administration/Accounting Diploma or equivalent

b) Experience:
i) 3 to 5 years of related experience.
ii) Microsoft Office and Google Workspace experience is an asset.
iii) Working knowledge of PowerSchool Dossier Information Systems and Provincial Approach to Student Information (PASI) and Funding Event Systems (FES) and Sharepoint is an asset.

Equivalencies will be considered.

Knowledge Skills and Attributes

• Maintains a high degree of discretion and confidentiality.

• Supports and abides by internal Students Supports and Services processes.

• Actively promotes Parkland School Division in a positive manner to all stakeholders.

• Engages in lifelong learning with respect to professional development and training.

• Perceptive understanding of the uniqueness of each schools climate and culture.

• Demonstrates the ability to take direction work independently and meet deadlines.

• Knowledge of office equipment and technology.

• This position particularly requires high levels of:

• Attention to detail

• Written and verbal communication skills

• Time management and ability to multitask

• Integrity and professionalism

• Problem solving

• Teamwork

• Interpersonal skills

Decision Making

The Secretary III is required to make good decisions to solve problems complete analysis and create solutions related to the business outcomes of the schools office. Time management and attention to detail is essential as is a solid financial background to make clear decisions set objectives and monitor results.

Working Conditions

• Work is located at the Division office.

• Works on a 12 month calendar.

• This position may require local travel on occasion including the use of a personal vehicle and valid Alberta Drivers License; mileage will be reimbursed.

Additional Information
Secretaries must agree to respect the confidentiality and personal integrity of students parents teachers and other staff.

This position requires an original copy of a current clean criminal record check with vulnerable sector and an original copy of a child intervention record check.

This position is covered by the Canadian Union of Public Employees (CUPE)

Hours of Work: 37.5 hours/week (Monday to Friday 8:00 AM to 4:30 PM)

Pay Rate: $27.68 - $30.87 per/hr (Pay Group 4)

ONLY ONLINE APPLICATIONS SUBMITTED THROUGH APPLY TO EDUCATION WILL BE ACCEPTED.

How to Apply:

Applying is a two-step process. First you must register and create a portfolio then you must apply to the job posting by following the steps below:

Click the position title of the job that you wish to apply to and then scroll down to the bottom of the page and click APPLY.

Jobs that you have applied to will appear under the Jobs Applied To tab in the Job Postings section. You will also receive a confirmation email.

For technical support while applying to a position online please contact our service provider for assistance:

Apply to Education

Phone: 1-
Email:
Hours: 5:30am-5:00pm Monday through Friday

We thank all applicants for their interest however only those candidates selected for an interview will be contacted.