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Horizon School Division
Creating a better world, one student at a time.
AP 483 - Role of the School Secretary
The School Secretary is an integral member of the administrative support team and will work under the direct supervision of the Principal.  The School Secretary’s specific responsibilities will be identified by the Principal using this role description as a guide.

1.      Procedures

The School Secretary is directly responsible and accountable to the Principal.

A.            Fostering Effective Relationships

1.            The School Secretary communicates effectively to ensure strong relationships with all stakeholders by:

a)            Ensuring a professional and welcoming office environment;

b)            Communicating effectively and keeping the Principal informed;

c)            Communicating to the Principal if and why he/she is unable to perform his/her assigned duties.

B.            Supporting School Operations

1.            Assists the Principal in the organization and management of the human, physical and financial resources of the school.

2.            Provides administrative support to the Principal by:

a)            Ensuring accuracy of all documentations and communications emanating from the school’s central office;

b)            Assisting in the accuracy, maintenance and updating of student records;

c)            Maintaining and ensuring the accuracy of the student and staff information system (attendance, timetables, report cards, etc.);

d)            Facilitating and/or creating general correspondence and communication (email, faxing, photocopying, answering of phones, filing, etc.);

e)            Maintaining school accounts and providing reports as required;

f)             Assisting with the school budget where required;

g)            Assisting with the organization of student, school and community activities as pertaining to the operations of the school;

h)            Ensuring distribution of incoming school correspondence and processing of outgoing correspondence;

i)             Verifying and documenting receipt of supplies, equipment and school funds;

j)             Upon approval of the Principal shall order general office and instructional supplies as needed;

k)            Maintaining current with required technology to effectively execute assigned duties;

l)             Performing other related duties as assigned by the Principal.

C.            Supporting Learning Community

1.            Supports the school authority’s policies and processes as they align with provincial legislation, division polices, administrative procedure and regulations by:

a)            Updating information to Saskatchewan Ministry of Education (Maplewood, ConnectED,  Aesop, SGF Portal, etc);

b)            Ensuring accurate financial data management. (collection of fees, deposits, writing and recording of financial transactions, etc.)

c)            Supports the decisions made by the principal in an ethical framework by:

i.              Conducting oneself in a professional and ethical manner;

ii.             Demonstrating punctuality and appropriate dress for a school setting;

iii.            Working within the policies and procedures of the school and the Division;

iv.           Maintaining confidentiality at all times;

v.            Respecting the dignity and rights of students, staff, parents and community members;

vi.           Providing accurate administrative information to stakeholders as directed by the Principal.

d)            Scheduling school and community use bookings as required.

D.            Understanding and Responding to the Larger Societal Context

1.            The School Secretary’s values and attitudes toward his/her role serve to support the Principal by:

a)            Demonstrating a positive attitude towards all stakeholders;

b)            Building positive relationships with all stakeholders;

c)            Working independently, organizing and using time effectively;

d)            Working cooperatively and collaboratively with others;

e)            Demonstrating the ability to be innovative and flexible;

f)             Continuing to improve his/her effectiveness, expertise and job related skills as required.


References
Saskatchewan Education Act, Sections 87, 109, 117, 175
Horizon School Division Board Policy Handbook, Policy 15 
Saskatchewan Employment Act
Freedom of Information and Protection of Privacy Act
Professional Practice Competencies for School Leaders
AP 431 - Non-Certificated Staff Growth, Supervision andEvaluation

November 4, 2016