Job Description

ADMINISTRATIVE SECRETARY

START DATE: As soon as possible

Closing date for applications:

Position Title: Administrative Secretary

Department: Curriculum, Assessment and Learning Services

Reports To: Divisional Principal of Curriculum, Assessment and Learning

Union Status: CUPE 5121

Location: Administration Office

Hours: 7 hours per day (10-month calendar year) AND

3.5 hours per day (during July and August)

Annual Salary Range: $27.01 - $33.57 depending on qualifications

Language Requirement: English

Reviewed: September 2025

Purpose of Position

Functions as a member of the Curriculum, Assessment and Learning Services secretarial support team.

Under the direction of the Divisional Principal or designate, the Administrative Secretary is responsible for ensuring support services to a team including but not limited to members of the Curriculum, Assessment and Learning Services team.

Key Responsibilities

Duties include, but are not limited to, the following:

Daily receptionist duties to relieve the main receptionist.

Perform general secretarial duties as required by Curriculum, Assessment and Learning Services - reports, memos, letters, schedules, ordering of materials, file management, etc.

Inventory of learning and support materials as needed.

Ensure confidentiality of documents, records, correspondence, verbal information and other sensitive material.

Request sensitive information from outside agencies as required.

Demonstrate sensitivity and tact when dealing with external organizations, parents and staff.

Maintain databases, spreadsheets, charts and forms utilizing various computer types and programs (Word, Excel, Mayet and other proprietary software as needed).

Maintain data-based programs and produce reports based on queries.

Respond appropriately to requests for information.

Assist staff by

Typing and distributing reports as required.

Processing, creating and maintaining electronic or paper files.

Opening and distributing mail.

Scheduling meetings.

Booking and preparing meeting rooms.

Sorting and categorizing information, attending to detail to ensure accuracy of information and preparing agendas for meetings.

Attending meetings as required.

Ordering office and other supplies as required.

Budget management (as required)

Access budget reports through SDS when required.

Prepare cheque requisitions when required.

Skills and Qualifications

Skill and Knowledge - Required:

Grade 12 education or equivalent.

Typing/keyboarding speed of 55 words per minute.

Demonstrated proficiency in Windows and Microsoft Office Professional (Excel, Word and Outlook). Testing is required to demonstrate proficiency. Training for proprietary software will be provided to suitable candidate.

Ability to prioritize workload and manage task completion as required.

Demonstrated ability to work collaboratively with others as a team member, demonstrated ability to follow divisional guidelines and directions, and demonstrated ability to establish rapport with staff, parents and external stakeholders.

Excellent oral and written communication skills, demonstrated ability to organize tasks and meet deadlines, work independently and use own initiative.

Responsibility to maintain discretion with respect to sensitive and/or confidential information.

Skill and Knowledge - Desired:

Ability to communicate in both official languages, oral and written.

Conditions of Employment

Police Information Check

Child Abuse Registry Check

Completion of Commit to Kids or Respect in Schools training

Completion of New Employee Safety Training

Accessible Customer Service and Accessible Employment

Code of Conduct

Working Conditions & Physical Demands

Work is in an office environment.

May require long periods at a desk, reading of lengthy documents, and time in front of a computer.

Job Type: Full-time

Pay: $27.01-$33.57 per hour

Work Location: In person