Pembina Trails School Division is committed to removing barriers to ensure employment opportunities are accessible for all applicants. If you require accommodation supports during the recruitment process, please contact : ao-humanresources-email@pembinatrails.ca Pembina Trails School Division is committed to the principles of equity, diversity and inclusion. We encourage applications from members of equity-deserving groups with diverse abilities, backgrounds, cultures, and identities. ALL DOCUMENT ATTACHMENTS MUST BE IN PDF FORMAT FOR YOUR APPLICATION TO BE CONSIDERED SCHOOL ASSISTANT ADMINISTRATIVE SECRETARY HOURS: 3.5 HOURS/DAY (9:00 AM - 12:30 PM) START DATE: September 2, 2025 Job Description POSTION FOCUS
Primary Duties
- Assists the Administrative Secretary to ensure the efficient operation of the school office
- Assumes the responsibilities of the Administrative Secretary in their absence
- Ensures confidentiality of school documents, records, correspondence, verbal information and other sensitive material
- Processes and maintains materials as required (i.e. student records, report cards, student grades, and timetables)
- Responsible for submission of timesheets, absence reports, sub reports and general management of SFE (SmartFind Express)
- Receives processes and/or maintains confidential material for school administration
- Supports school administration in preparing Emergency Preparedness Plan
- Maintains an emphasis on the importance of good public relations and ensures that the office activities reflect this emphasis
- Greets visitors, determines needs and responds appropriately
- Answers telephone, relays/takes messages and responds appropriately to requests for information
- Supports school visitor access protocol
- Management and distribution of mail for consideration by administration and staff
- Composes correspondence for administration
- Prepares routine correspondence, reports, notices, newsletters, memos and agendas
- Creates and maintains email groupings
- Submit IT work orders
- Troubleshoot and process service requests for photocopier(s) and printers
- Registration for Provincial Exams (where applicable)
- Correspondence, data entry and scheduling of appointments for Parent Teacher Conferences
- Prepares monthly/yearly enrolment reports
- Correspondence, scheduling, screening calls, prime support for school administration
- Support Field Trip planning and organization (permission slips, booking buses, etc.)
- Monitors and manages staff/student parking assignments
- Helps to care for sick and injured students and administers basic First Aid when required
- Maintains appropriate First Aid supplies in collaboration with WPSH
- Processes accident reports, WCB claims, in compliance with Divisional requirements
- Liaise with Admin Office Staff
- Other office duties as may be assigned from time to time by school administration
RECORDS MANAGEMENT
- Registration of new students -- secure verification (proof of identity and address, Birth Certificate, immigration status as applicable)
- Registration of courses and communication to staff of new enrollment
- Requesting and sending CUM files in accordance with Divisional policy
- Ensure accurate student attendance records
- Create Proof of Enrollment Letters as requested
- Maintenance of Mayet student information
- Configure Mayet for current teacher/room/course assignments
- Pupil File management through Records Management protocol
- Process Out of Catchment/Division Schools of choice applications
- Annual Photo Release and Technology Acceptable Use Forms, distribution and management
- Create necessary reporting for September 30th submissions to Division Office/Manitoba Government
URIS
- Management of URIS plans with nurse
- Distribution of medication as required by URIS plan and supporting documentation
- Identify medical needs and ensure proper paper work is processed
- Maintain filing system for current and expired health care plans
- Ensure proper storage of medication
- Assist in arranging for any immunizations by WHRA as applicable
- Ensure staff are made aware of student medical needs and treatment plan
Preferred Qualifications
- Relevant post-secondary education or equivalent
- Minimum two years' experience in related field
- Ability to work cooperatively as a team member
- Accounting experience preferred
- Excellent oral and written communication skills
- A demonstrated ability to establish rapport with students, staff and parents
- Microsoft Office and technology experience applicable to an office environment
- Ability to prioritize work in a fast paced environment and meet deadlines
- Effective word processing skills, ideally 50 wpm minimum
