GFA-E1 - Division Office Staff - Job Descriptions

Immediate Supervisor:  The Secretary Treasurer

Qualifications

1. High school graduate;

2. Post secondary education and/or experience in office procedures desirable.

Knowledge and Skills

1. Knowledge of various filing systems.

2. Ability to type accurately at 40 w.p.m. or more.

3. Ability to use current technology equipment.

4. Knowledge of word processing, spreadsheet, database and administration programs.

5. Basic accounting knowledge/skills.

Types of Work Experience

Previous office and computer experience would be beneficial.

Personal Suitability

1. Must maintain confidentiality at all times.

2. Pleasant outgoing personality.

3. Must exhibit good interpersonal skills.

4. Ability to work with minimum supervision.

5. Must enjoy working with people.

6. Must show initiative.

7. Must have good organization skills.

8. Must show a sense of discretion that respects the privacy and integrity of those with whom associated.

9. Must show flexibility and adaptability to changing situations.

Function

Under the supervision of the Secretary Treasurer, members of the Division Office staff assist in the clerical, accounting, and payroll duties of the School Division.  Their central position in the Division calls for particular communications expectations and distinct responsibilities.  They give functional guidance in coordinating the activities of Senior Administration personnel.  They interact with Trustees, divisional staff, various government department officials, agencies, and the general public.

Description of Duties and Responsibilities

It is not expected that all Division Office Staff will perform all duties as listed below, but that the duties and responsibilities will be distributed and shared as needed among staff members.

Clerical

1. Type/word process Division Office correspondence, including letters, agendas, minutes of Board and committee meetings, Policy Manual updates, Division newsletters, etc.

2. Co-ordinate all correspondence arising from Board and committee meetings, including motions, reports, and any special tasks that may arise from these meetings.

3. Be responsible for setting up, maintaining, and keeping current the Division Office files in a systematic, orderly fashion.

4. Prepare forms for use in the Division.

5. Be responsible for the divisional mail, including incoming and outgoing mail via Canada Post and the distribution of the mail from the PSSD general email account.

6. Order and manage Division Office supplies/materials and prepare tenders and/or RFQ's for Paper and Office Supplies for schools annually.

7. Prepare letters and contracts for Substitute Teachers annually and as required.  Monitor and apply for Limited Teacher Permits as required.

8. Maintain a Qualified and Non-Qualified Substitute Teacher, Substitute Educational Assistant and Substitute Bus Driver list and distribute to the schools and/or other departments.

9. Prepare letters for Administrative Assistants, Librarians and Educational Assistants annually and as required.

10. Complete and process month-end reports including Manitoba Education reports, Professional Certification Month-end Staff Changes reports, student enrolment reports and School Closures as required.

11. Collect/maintain yearly School Plans, Division Plan (Continuous Improvement Plan) due to province October 31st, PSSD Strategic Plan (no provincial submission), Five Year Predicted Enrolment; and Teacher Timetables as required.

12. In student services area, maintain a database for URIS applications and distribute to appropriate agencies.

13. In the student services area, maintain the student caseload database for referrals and distribute to appropriate agencies, schools, clinicians and parents.  Open, close and destroy files as per Guidelines on the Retention and Disposition of School Division Records.

14. In the student services area, advertise the Pre-K registration and collect registrations from the elementary schools.

15. Maintain a database of staff evaluations and record on division Human Resources software yearly.  Prepare letters annually indicating employees that are scheduled for evaluation.

16. Maintain the Teacher Seniority List and forward to schools every January.

17. Maintain Years of Service List for all employees.  Prepare letters, order awards, and organize the distribution of the awards annually.

18. Maintain records for the Division Office photocopier.  Place calls for service as required.  

19. Maintain current Teacher and Support Staff application files.

20. Keep reports, minute books, etc. properly stored at the Division Office, and deal with requests for information from same.

21. Maintain a supply of graduation diploma covers for the Division's high schools.

22. Inform high schools of the Graduation Scholarships/Bursaries that are administered through the division office annually.

23. Assume responsibility for the EIS data collection information system.

24. Submit student marks & graduation summary reports to Student Records.

25. Collect the Pilot Mound Hockey Academy student enrolment and School of Choice forms.

26. Submit student marks & graduation summary reports to Student Records.

27. In the Transportation area, maintain a supply of Bus Inspection Log Books, be responsible for the Bus Driver's Bus route reports and the Substitute Drivers' reports.  Prepare Regular Bus Driver packages annually.

28. Every two years, compile and obtain regular and spare bus driver Driver Abstracts in September.

29. Prepare and distribute a Division Staff Directory.  Create a new Staff Photo Directory annually for the Division Office.  Prepare Photo ID/photocopier cards as required and maintain the ID Card database.  

30. Maintain the XL Alarms security database.

31. Maintain a confidential personnel file for all Division employees.

32. Maintain the Policy & Procedure Manuals and its updates.

33. Assist in the annual preparation of the September 30th Manitoba Education statistical data forms.  Complete other surveys as required.

34. Monitor Work Permits and Study Permits issued by Immigration Canada.

35. Maintain confidentiality in ways necessary to protect the privacy and integrity of those with whom associated.

36. On behalf of the Division, meet and receive the public; both in person and by telephone, in a courteous and business-like fashion.  Refer callers to the appropriate individuals within the Division as required.

37. Contact Trustees, Principals, and others on behalf of the Division for meetings and other events.

38. Co-ordinate the use of the Board Room and other meeting rooms at the Division Office.

39. Be responsible for the borrowing and returning of Division Office equipment and materials.

40. Provide support to Administrative Assistants in the use of forms, requisitions, or programs and equipment if required.

41. Be responsible for posting job advertisements, job tenders/RFQ's and notices on the division website and newspapers.

42. Perform other related Clerical & Communications duties as directed by the Senior Administration staff (ie school calendars, Small Schools Grant distribution, etc).

Accounting 

1. Assist in the annual preparation of the September 30th Manitoba Education statistical data forms.  Complete other surveys as required.

2. Prepare invoices for billable substitute costs to Manitoba Education, other school divisions, or other organizations.

3. Complete reconciliation of general and trust bank accounts, including the preparation of month-end journal entries.

4. Reconcile General Ledger accounts; CPP, EI, Income Tax and other benefits accounts.

5. Prepare month-end accounting reports, including school budgets.

6. Reconcile specific grant expenses, including the preparation of attendant journal entries:  Student Support grants, Special Projects grants, P.D. grants, etc.

7. Be responsible for recording all revenue on a timely basis.  Be responsible for receipt reconciliation and maintain current supporting records.

8. Deposit all monies and funds received, in accordance to Division receipting policies and procedures.

9. Be responsible for Accounts Receivables and maintain current supporting records.

10. Be responsible for custodianship of petty cash.

11. Perform other related Accounting duties as assigned by the Secretary Treasurer.

Payroll

1. Prepare and maintain a Division Payroll for all employees as well as all substitutes and Trustees.  This includes preparing vouchers, time sheets/cards, inputting data, processing employee changes, etc.

2. Implement changes/updates to the Payroll system.  Implement corrective measures in the event of system error or inaccurate input.

3. Maintain Payroll records.

4. Prepare and respond to requests for information from agencies or firms such as Revenue Canada, Employment and Immigration, Manitoba Education and Advanced Learning as they arise.

5. Prepare all Payroll remittances such as CPP, EI, Income Tax, MTS fees, MSBA Pension, TRAF, and other as required.

6. Generate and distribute T-4 and T-4A slips.

7. Issue Records of Employment as requested.

8. Complete and verify EI reduced rate reports to Revenue Canada and remit to the Local Teachers’ Association their share of annual savings.

9. Prepare and submit Statistics Canada reports.

10. Maintain accurate records for all leaves and absences:  sick leave, compassionate leave, personal leave, etc.

11. Advise new employees of all benefits available to them.

12. Perform other related Payroll duties as assigned by the Secretary Treasurer’s department.