GROUP 4 - JUNIOR SECRETARY - SECONDARY SCHOOLS (EXTERNAL)

Job Details

The Durham District School Board acknowledges that many Indigenous Nations have longstanding relationships, both historic and modern, with the territories upon which our school board and schools are located. Today, this area is home to many Indigenous peoples from across Turtle Island. We acknowledge that the Durham Region forms a part of the traditional and treaty territory of the Mississaugas of Scugog Island First Nation, the Mississauga Peoples and the treaty territory of the Chippewas of Georgina Island First Nation. It is on these ancestral and treaty lands that we teach, live and learn.

This statement was co-created in partnership with the Mississaugas of Scugog Island First Nation and the Chippewas of Georgina Island.

Reports To: Head Secretary & Principal

Job Summary:

Under the direction of the Head Secretary and Principal to perform clerical and other related duties including administering the school attendance procedure and recording student attendance, performing library work, assisting in closing procedures, and assisting school public relations and communications.

Major Duties:

1. Provide Clerical Support To Principal, Staff And Students

Assist in preparing reports and forms required by the school including damage reports, purchase orders, exams, course calendars, student transcripts, university applications, Graduation material, etc.;

Type and photocopy for academic staff;

Type various documents, including: letters, reports, teacher appraisals, accident reports, supervision charts, exams, exam schedules, Commencement announcements Award Program correspondence, certificates, staff handbooks, staff agendas, etc;

File attendance lists and other documents in individual teachers' mail slots two to three times a day;

Update O.S.R. files by inputting new and changed information into the files in the Board database;

Open, scan, sort, distribute and file Board and postal mail; receive and direct supplies and equipment to their proper areas; collect, weigh, stamp and post outgoing mail;

Assist with mark entry input;

Update Board DSS System for student information.

2. Assist School Public Relations And Communications

Operate the telephone switchboard and place all long distance calls;

Receive and respond to telephone callers and individuals courteously, in taking messages, in supplying information and in directing callers or visitors to the appropriate person;

Provide information to and/or locate staff or students by means of the public address system;

Responsible for taking assignments from staff that will be absent;

Present, at all times, a positive image and response to the public.

3. Administer Student Attendance Procedure And Record Student Attendance

Check and file parental notes explaining their child's absence or lateness, or requesting permission to have them leave school early;

Write and issue "admit to class" and "permission to leave" forms to students who have been absent or late, as well as for students who will leave the school early or miss a class;

Phone parents of students who are absent or late to verify the student's whereabouts;

Check class attendance sheets to verify students who have missed a class and compile a list of unauthorized absences and give to appropriate person for action;

Advise parents, in writing on a periodic basis of their child's absences, lateness and/or non-attendance in class;

Provide attendance relief duty during lunch and busy times;

Collect daily attendance information (home form attendance sheets, admit and leave forms, phone calls, field trips, team lists, etc.);

Input this information into the computer and print and post or file the resulting attendance list.

4. Provide Assistance To Students, When Required

Administer preliminary first aid to injured students;

Request homework from teachers for absent students;

Provide general administrative tasks such as selling locks, distributing and collecting Driver's Education forms, look after lost and found, etc.

5. Assist In Closing The School

Perform closing up procedures: lock up the filing cabinets and rooms, turn off machines, lights, and the computers, and put the phone on night line.

6. Assist In The School Library as Required

Responsible for performing computer work to process books for shelving;

Process magazines for the shelf;

Responsible for completing and sending out forms for new books to Duncan Media Centre;

Responsible for performing any other work needed to be done, as assigned by the Head Librarian.

7. Provide Assistance To The School Secretarial Team

8. Other Duties As Assigned By Principal or Head Secretary

Equipment Used:

• Computer/printer, electric typewriter, photocopier, telephone, public address system, laminator, fax machine, postage meter

Qualifications:

1. Secondary School Diploma with an emphasis in job related areas of study, and up to 6 (six) months related employment experience, and/or, an equivalent combination of formal education and related employment experience.

2. Proficiency in word processing and computer keyboarding skills.

3. Ability to relate effectively with staff, students and public.


Additional Information:

• This is a 10 hour per week, 10 month permanent part time position.

• The current work schedule for this position is Wednesday and Friday from 10:00 a.m. to 3:00 p.m.
• Provide a current Criminal Background Check with vulnerable sector screening upon hire.

Equity and Inclusion

The Durham District School Board recognizes Indigenous rights are distinct. In the exercise of those rights, Indigenous staff and students shall not be subjected to actions with the aim or effect of depriving these distinct rights.

The DDSB is dedicated to creating a welcoming and inclusive environment for all. We are committed to reflecting the diverse communities we serve and encourage applications from candidates who bring a variety of experiences and backgrounds. We adhere to fair, transparent hiring practices and are committed to equity and accessibility throughout the recruitment process. If you need accommodation during the application process, please let us know, and we will work with you to meet your needs.

Ignite Your Career

At the Durham District School Board (DDSB), we inspire the lives of over 80,000 students. Our diverse communities are places where your impact will be felt every day.

Picture yourself in a workplace where your ideas are celebrated, and your growth is a top priority. Here, collaboration and innovation thrive. Whether you're directly inspiring young minds or providing essential support behind the scenes, your contributions will have a meaningful impact on students and the community.

We welcome you to bring your experiences, your passions, and your talents to our inclusive community. Join us and be part of a team that values your well-being as much as your contributions. Ignite your potential at DDSB and help us make a difference, one student at a time.

PORT PERRY H.S.