GROUP 4 - JUNIOR SECRETARY - SECONDARY SCHOOLS (EXTERNAL)

Provide clerical support, manage student attendance procedures, assist with school communications, and support library, closing, and public relations tasks under the direction of the Head Secretary and Principal.

Key Responsibilities3. Attendance Administration 4. Student Assistance 5. School Closing Procedures 6. Library Assistance 7. Secretarial Team Support 8. Other Duties

• Clerical Support
• Prepare and process school reports, forms, and documents (e.g., damage reports, purchase orders, exams, transcripts, applications, graduation materials).
• Perform typing, photocopying, and filing tasks for academic staff.
• Maintain and update Ontario Student Records (OSR) and other school databases.
• Sort and distribute mail, supplies, and equipment.
• Assist with mark entry and database updates.
• 2. Public Relations and Communications
• Operate the telephone switchboard and handle calls courteously.
• Respond to inquiries, direct visitors, and relay messages.
• Make public address announcements and assist with staff assignments.
• Promote a positive school image in all interactions.
• Process parental notes for absences, lateness, and early departures.
• Issue attendance-related forms and follow up with parents to verify student whereabouts.
• Monitor class attendance, compile unauthorized absence reports, and inform parents of attendance issues.
• Input attendance data into the system and maintain updated attendance records.
• Provide preliminary first aid to injured students.
• Coordinate homework requests for absent students.
• Assist with administrative tasks like distributing forms, managing lost and found, and selling locks.
• Secure filing cabinets and rooms, turn off equipment, and set the phone to night mode.
• Process books and magazines for shelving.
• Coordinate new book orders and related documentation.
• Perform tasks as directed by the Head Librarian.
• Collaborate with and support the school’s secretarial team as needed.
• Perform other tasks as assigned by the Principal or Head Secretary.
  
  

Equipment Used

Computer, printer, electric typewriter, photocopier, telephone, PA system, laminator, fax machine, postage meter.

Additional Information

• This is a 35 hour per week, 10 month + 1 week, permanent position.
  
  

Qualifications

• Secondary School Diploma or equivalent, emphasizing relevant coursework.
• Up to six months of related employment experience or equivalent combination of education and experience.
  
  

Skills

• Proficiency in word processing and keyboarding.
• Effective interpersonal and communication skills with staff, students, and the public.
  
  

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.