Job Opportunities in Canada

Class D – Secretary to Assistant Superintendent
Full-time position
7 hours per day; 8:30 a.m. – 4:30 p.m.
Effective start date in November 2024 TBD
Job Summary:
Reporting to the Assistant Superintendent, Human Resources, as part of the Superintendent’s Department, performs a variety of routine secretarial and administrative functions such as correspondence, scheduling appointments, organizing and maintaining paper and electronic files, providing support as a team member to the entire Superintendent’s Department, and if applicable, assisting staff and visitors.
Duties and Responsibilities may include:

• Performs receptionist duties and responds to a wide variety of external and internal inquiries by telephone, email and in person

• Organizes office routines and procedures and provides copying, scanning, filing and mail services

• Monitors department budget control and requisitioning as well as ordering and receiving supplies

• Provides administrative and secretarial duties for the Superintendent’s Department including using a variety of cloud based Office 365 applications, word processing, mail merges, advanced excel applications, creating and maintaining divisional databases, creating, managing and exporting data from forms, typing confidential evaluations and correspondence, preparing correspondence in reply to routine as well as complex and sensitive inquiries, administrative record keeping and filing

• Manages Office 365 Teams sites, including, but not limited to, posts; membership, file, and One Note management; and monitoring of chats.

• Receives, acknowledges, processes, and maintains program information and materials regarding programming and services offered in the Division and provides appropriate information and material when requested

• Compiles, organizes, assists in planning and reporting information for divisional professional development activities such as divisional workshops, seminars, in-services, etc.

• Aids in the completion of Manitoba Department of Education report forms; collects, checks and forwards completed forms to Manitoba Department of Education

• Receives month-end reports from schools and compiles and circulates relevant reports

• Provides assistance to secretaries in the Superintendent’s Department, including telephone back-up

• Assists in training and orientation of new office staff, if required

• Performs other related duties as assigned or as required including all duties of lower classified positions

Qualifications:

• Education and experience:

o High school graduate or equivalent and a minimum of two years’ office experience in a senior secretarial position
o Prefer post-secondary office administration training OR an equivalent combination of experience and training
o Proven ability to calculate, post and manage accounting figures and financial records with strong accounting and mathematical skills and the ability to perform advanced excel spreadsheet skills
o Must have a valid driver’s license and access to a reliable vehicle

• Communication and interpersonal skills:

o Excellent public relations and communication skills
o Superior ability to work cooperatively and harmoniously with staff and management and deal effectively with the public
o Respect confidentiality of work

• Computer skills:

o Excellent knowledge of Office 365
o Word processing (minimum of 45 w.p.m.)
o Experienced and highly proficient with CIMS Connect and Power School or comparable student records system

• Organization and time management:

o Demonstrated organizational and time management skills with the ability to prioritize and multi-task in a high-volume environment
o High degree of initiative and the ability to work with minimal supervision
o High degree of accuracy and attention to detail and the ability to read and proof copies
o Able to work in an open-space team environment to support the Superintendent’s Department
The above statements reflect the general duties considered necessary to describe the principal functions of the position identified and shall not be construed as a detailed description of all work requirements that may be inherent to the position.
Job Type: Full-time
Pay: $25.31-$29.68 per hour
Schedule:

• Monday to Friday

Work Location: In person