Job Description

Mission

The Calgary Board of Education (CBE) is the largest school board in western Canada with over 131,000 students and 15,000 employees. Our mission: Each student, in keeping with their individual abilities and gifts, will complete high school with a foundation of learning necessary to thrive in life, work and continued learning. We pride ourselves in the values we hold. Students come first. Learning is our central purpose. Public education serves the common good. The CBE encourages an inclusive and equitable workplace, which supports our diverse student and employee community. We encourage all applicants to join our dynamic, diverse, and collaborative culture and welcome applications from all qualified individuals. When you apply to the CBE, you can feel good about serving our future leaders and contributing to student success.

Competition Info

Competition Close Date: Tuesday, January 24, 2023 @ 11:59pm Calendar: 12 Month Salary: Staff Association Grade D $23.62 - $30.96 /hour FTE: 1.0, 35 hours/week

Position Description

purpose Under the direction of the School Principal and other members of the administration team, the purpose of this position is to process, maintain and ensure the integrity of student information records in secondary schools. accountability This position is accountable for:

• Accurately processing student records while ensuring that appropriate attendance and mark entries are accurate to ensure maximum funding for the schools;
• Appropriately applying Student Information System (SIS) requirements and processes;

• Participating collaboratively towards positive team productivity and outcomes;
• Demonstrating an understanding of SIS operations, and remaining current in all aspects of SIS and its supporting software packages;
• Effectively planning and performing work in ways that are timely, efficient; systematic and directed toward specific outcomes;
• Building positive, productive relationships with co-workers and stakeholders; and
• Working cooperatively with others to foster and support a team environment.

major responsibilities

• Organize procedures for the maintenance of student information and records of new registrations, withdrawals, promotions, demographic changes, and required codes (e.g. student funding code, transportation).
• Initiate student information processes in the school, such as school year opening, school year closing and Alberta Education/CBE deadlines. Ensure school adherence in meeting timelines.
• Transfer critical information such as Student Registration, Diploma Exam registrations and all final marks to Alberta Learning. Analyze information for data transfers, researches and verifies funding codes and ensures data is accurately maintained and reconciled.
• Coordinate the collection, input, correction, maintenance, and distribution of student marks and ensuring mark entries are accurate so that funding in not impacted.
• Organize procedures for generation, printing and distribution of report cards.
• Organize annual attendance procedures. Input, maintain, and ensure accuracy of student attendance data. Generate and print attendance reports required by teachers and administration.
• Provide courteous and efficient customer service to students, parents, teachers and administration as necessary. Assesses the nature of the call or inquiry and initiates contact with the appropriate resources and personnel if required.
• Provide SIS support to staff as necessary, in conjunction with the SIS team and the school administrator responsible for SIS.
• Ensure user documentation for SIS and its supporting software packages is up to date.
• Serve as a resource to administrators, counselors, teachers, and other clerical staff on procedures related to student records and custom report creation, such as graduation, honor roll, and scholarships.
• Utilize Alberta Learning software (Extranet) to verify accuracy of diploma requirements, request transcript information and search for Alberta Learning identification numbers.
• Under the direction of the administrator responsible for SIS, participate in the development of course setup for each new school year, run scheduling simulations that ensure students and teachers will receive accurate timetables, and troubleshoot and make the necessary adjustments.
• Liaise with various services units and departments throughout the CBE, responding to FOIP compliant requests for data, such as Student Services\xe2\x80\x99 requests for student enrolments for the new school year.
• Perform other related responsibilities as assigned.

qualifications Education and Experience

• High school completion
• A recognized post-secondary Office Assistant Certificate or its equivalent

• Two years progressively more responsible related office experience including multiple aspects of student information management
• The completion of a recognized post-secondary Administrative Information Management Diploma or its equivalent with one year of progressively more responsible related experience with Student Information Management in an office environment will also be considered
• Other equivalent combinations of directly related post-secondary education and directly related experience may be considered.

Demonstrated Skills and Competencies

• Proficiency in office computer applications such as word processing, spreadsheet, publishing and presentation applications, electronic mail/calendar applications and other information management tools
• Accurate and efficient data entry skills \xe2\x80\x93 minimum accurate keyboarding speed of 40 wpm
• Strong customer service orientation
• Very good time management, prioritization, multitasking and organizational skills
• Very good ability to adapt and manage change

• Strong verbal and listening communication skills, combined with very good written communication skills and very good interpersonal skills
• Good 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

• Very good problem solving and very good decision making skills
• Use of appropriate judgement in a framework of established methods, protocols and procedures
• Good innovation and creativity skills to recommend and implement changes in procedure to improve production and proficiency of work, workload and workflow
• Trustworthiness, integrity, dependability and reliability
• Personal suitability

Conditions of Employment

Police Information Clearance: Applicants new to the Calgary Board of Education WHO ARE OFFERED EMPLOYMENT must complete and pass a police information clearance before employment is confirmed.

Be Part of Our Success

A career with the CBE offers incredible opportunities, rewards and supports.