Current Shift : 8 : 30am- 4 : 00pm Monday to Friday

Includes 1 / 2 hour unpaid lunch)12 months per year while regular classes are in session

Schedule may vary based on operational needs of the school. Up to two (2) shifts per week may be until 6 : 00pm.

Additional minutes per day are included in the Current Shift’schedule above, which staff are expected to work daily in lieu of the spring break closure week in order to allow employees in continuing and temporary assignments to be paid their regular pay during the spring closure week as per Letter of Understanding-Spring Closure Week.

Pay Rate : $28.26

JOB DESCRIPTION

CLASSIFICATION POSITION

Clerical Distance Education Secretary

SUMMARY

Under limited direction of the School Administrator or Administrative Assistant, provides office administrative support for one or more school departments.

DUTIES

Completes registration processes / creates accounts for courses (e.g. Mathhelp) where content is accessed through an external site.

Liaises with District IT support (heat tickets and emails) to resolve technical issues for students, teachers, counsellors and staff.

Liaises with the Ministry of Education to provide summer reporting final grades, TRAX submission, grade correction.

Coordinates sending, receiving and distribution of internal and external mail processes.

Maintains the events calendar to include booking rooms within the building as requested by staff .

Adaptations of grade submission process to accommodate larger numbers of students

Liaises with public and private post-secondary institutions (counsellors, teachers, office staff) clarifying student status, course registration.

Provides documentation to legal offices for educational verification

Generates reports, assists with data collection and completes letters.

Manages student information and course resources, maintains electronic and physical files, scans and copies materials and documents, and processes student resource requests.

Submits reports to institutions and students on withdrawal processes using the School and Ministry databases.

Receives inquiries in person, by telephone and email; processes resource pick-ups, deposits and returns and books appointments.

Coordinates tests, both in-house and for other institutions and provides support for provincial exams.

Coordinates school billing (tuition for courses, etc.).

Coordinates payment processes (e.g. student deposits / tuition, banking reports, petty cash requests, etc.).

Provides administrative support :

• Assists administrators, counsellors and teachers with clerical support as required, including letters, filing, course development support, etc.
• Maintains handbooks
• Creates contact lists
• Creates master forms
• Maintains the events calendars
• Assists in production of course development resources
• Assists counsellors with grad checks and student learning plans
• Assists with photocopier maintenance, including contacting the supplier

Attends on-site clerical and other staff meetings as required and records minutes.

Performs other assigned duties that are within the area of knowledge and skills required by

the job description.

QUALIFICATIONS

Grade 12 education

Office Administration Certificate

Two years of related experience

Minimum word processing speed 50 W.P.M.

Working knowledge of general office procedures

Working knowledge of the BC Graduation Requirements

Working knowledge of Ministry requirements for 1701 and SADE data collection and school / district / ministry reporting procedures

Working knowledge of electronic information systems (Student Information Systems and DL Learning Management Systems)

Working knowledge of hardware / software required for school information and reporting processes

Or equivalent combination of training and experience.

DESIRABLE SKILLS

Knowledge of Distance Education procedures

Demonstrated effective communication skills

DATE

April 2023