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. ProceduresThe School Secretary is directly responsible and accountable
to the Principal.
A. Fostering
Effective Relationships1. 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 Operations1. 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 Community1. 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 Context1. 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 ActFreedom of Information and Protection of Privacy ActProfessional Practice Competencies for School Leaders
AP 431 - Non-Certificated Staff Growth, Supervision andEvaluationNovember 4, 2016