Administrative Assistant – Reception, Education, and Student Services

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Position: Administrative Assistant – Reception, Education, and Student Services

Reports to: Assistant Superintendent/Director of Student Services/ Secretary Treasurer

Policy: The Administrative Assistant – Reception, Education, Student Services, provides administrative support with a wide variety of tasks to the Assistant Superintendent and the Director of Student Services. The Administrative Assistant will be the first point of contact for the division office both for walk-ins and phone calls. The Administrative Assistant is expected to ensure efficient and effective support while ensuring a high degree of confidentiality at all times at work and outside of the workplace. The performance of these duties will be in accordance with Manitoba Legislation and Acts; Prairie Rose School Division Policies and Procedures and applicable Collective Agreements.  The Administrative Assistant functions under the direction of the designated supervisor(s) and must establish and maintain a close working relationship.

Responsibilities and Duties:

  • Functions as primary contact to meet and receive the public, parents, and staff, both in person and by telephone, in a courteous and professional manner, referring the individual to the appropriate person within the division
  • Organizes divisional mail courier services between all community and colony schools
  • Receives, opens, sorts and distributes daily mail/deliveries/couriers, receives incoming mail for the applicable supervisor and reviews, evaluates, and distributes correspondence requiring priority attention
  • Provides administrative support duties such as data entry for various spreadsheets, word processing, filing, photocopying and faxing in a confidential, professional and competent manner
  • Collects, creates and customizes various reports from information gathered by the supervisor; creates spreadsheets, charts to showcase data; assists in preparation of posters, flyers, etc.
  • Maintains and communicates an appropriate calendar of meetings, seminars, and conferences
  • Assists in organizing of workshops, in-services, and meetings for applicable groups, i.e. booking venues, maintaining participant lists, ordering food, etc.
  • Monitors bus radio traffic when there are absences within the transportation area
  • Maintains division telephone systems and office supplies and ensures all office equipment including the telephone system are functioning and if needed is serviced by qualified technician when required
  • Completes other duties as assigned

Assistant Superintendent

  • Composes, proof reads, and distributes minutes of ECDI, Literacy Committee, Numeracy Committee, and other various committee meetings using a set format within required timelines
  • Prepares and organizes a variety of class trackers and assessment data received from schools
  • Assists in the collection of various divisional reports, school plans and categorical grant and forwards collected information to the appropriate areas
  • Collects and collates school plans to be forwarded to the department
  • Assists in the collection of student achievement reports divisionally and provincially
  • Registers students for the U of W enrichment program annually at the direction of the Assistant Superintendent
  • Annually collects, verifies, and distributes information for high school diplomas

Student Services

  • Maintains and updates a record of incoming and outgoing funded level 2 & 3 student files; keeps track of additions/deletions of funded students and attendance, based on required deadlines of Manitoba Education and Advanced Learning
  • Updates Student Services Phone List (names, position titles, office no’s, phone no’s)
  • Sends URIS B and standard health care forms to the appropriate health authority for proper URIS authorization
  • Tracks and distributes the URIS documentation for the division
  • Organizes the distribution of Eye See…Eye Learn vision forms and hearing equipment throughout the division
  • Organizes annually the hearing equipment for technician refurbishment
  • Maintains a central database for Student Services caseloads

Educational Qualifications / Experience

  • Post-secondary education in office or business administration and at least 2 years’ experience in providing administrative support with a wide variety of tasks to members of management ensuring confidentiality and professionalism, or an equivalent combination of education and experience
  • Proficiency with MS Office (Word, Excel, PowerPoint, Outlook) Adobe products and web based programs with particular aptitude for preparing and formatting correspondence, reports and documents
  • Strong written and oral communication skills
  • Strong interpersonal skills, including demonstrated ability to interact positively and work effectively with others
  • Strong organization and time management skills, with the ability to prioritize and multi-task within a fast paced environment
  • Hold a valid Class 5 Driver’s License and have access to a vehicle