Office Manager with Allowance - Regina, Canada - Regina Catholic School Division

Regina Catholic School Division
Regina Catholic School Division
Verified Company
Regina, Canada

1 month ago

Sophia Lee

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Sophia Lee

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Description
Regina Catholic School Division

  • Position Description_

Position Title Office Manager With Allowance


Reports to Principal; Vice Principal


Pay Level Pay Level 05


Employment Term 12 Months


Revision Date August 2019


In a Catholic environment that fosters collegiality and supports continuous learning, the Office Manager with Allowance provides supervisory leadership in a high school office setting, performs communication functions and has budgetary responsibilities.


Required Duties and Responsibilities:

Without restricting the generality of the above-stated basic function, the Office Manager with Allowance shall perform such duties and responsibilities as may be assigned including but not restricted to the following:

Catholic Distinctiveness Ensure Catholicism is evident in her/his work both within and outside of the division

  • Be knowledgeable and supportive of Regina Catholic Schools' policies and expectations
  • Permeate our Catholic faith in his/her area
  • Foster Christlike behavior
  • Treat all stakeholders as valued people of God. Is fair and understanding, developing relationships to help move people forward
  • When applicable attend and participate in liturgies held for their location
  • Conduct oneself in a Christian manner appropriate to an educational institution
  • Complete a yearly Catholic Formation goal in the Committed to Professional Growth document

Primary Duties Office Management

  • Delegate, supervise and direct education support professional staff to ensure that
assignments are completed accurately and in a timely manner

  • Provide backup coverage for absent office admin staff (i.e. booking of substitute teachers)
  • Manage office hours for all ESP's at the school (i.e. collect and check timecards, sick
leave, etc.)

  • Mentor/train office staff
  • Assist with the interviewing of potential new education support professional staff
  • Relay instructions and information from administrators to education support
professional staff and to the staff in general

  • Manage school opening (Fall) and school closing (June) procedures and
correspondence

  • Process mail on a daily basis, including postings; order & load postage as needed
  • Maintain a supply of current teacher and studentrelated forms
  • Issue school keys/security access codes to existing staff and collect keys from
departing staff

  • Maintain a data bank for student and staff parking allocations
  • Serve as the backup contact person for SIRS regarding changes or problems
  • Assist in the preparation of monthly, quarterly and annual administrative reports
  • Maintenance of school printers/copiers and test score machines
  • Schedule meetings, organize and book appointments for the Administrators, book venues & arrange catering as required
  • In collaboration with the Administrators, schedule the school's Calendar of Events
  • Manage all clerical & financial needs as they pertain to school special events (e.g.
Grad, Awards Nights, Grade 8/9 Transition events, etc.)

  • Support for CSCC Committee (finance reports, yearend reports for CEC, Election Chief
Returning Officer, etc.)

Financial/Business Management

  • Manage all aspects of purchasing card (Visa) activity for the school
  • Manage all aspects pertaining to inschool accounts (collecting of monies, reports, etc.)
  • Manage all aspects of SchoolCash (KEV) receipting, depositing of SBF/BBF
  • Manage all aspects of Catholic Education Centre (B&F) budgetary requests and reports
  • Process annual tender order needs for the school as well as those submitted by the
Education Leaders

  • Manage all aspects of requisitions
  • Maintain inventory of office supplies as well as general instructional supplies and order as required
  • Receive and distribute supplies
  • Manage student fee collection and reimbursement
  • Process teacher travel/coaches' allowance forms
Regina Catholic School Division

  • Position Description_

Primary Duties Student Related Responsibilities

  • Manage all the necessary student forms required by the office (e.g. Health Forms, etc.)
  • Assign bussing as required order buses and code to appropriate budget categories
(e.g. First Student Bus)

Professional Responsibilities

  • Work collegially with peers to provide an efficient, effective office environment
  • Make decisions and respond to questions in the absence of administration
  • Handle sensitive information in a confidential and professional manner
  • Participate in Systemsponsored, professional development and inservice training
  • Participate in various committees as required (e.g. Occupational, Health & Safety,
Leadership Team, etc.)

  • Other duties as assigned by the Principal or Vice-Principal

Job Specifications:

In addition to the Duties and Responsibilities, the Office Manager with Allowance is expected to have the following requirements:

Confidentiality At no time should the employee discuss publicly or release information pertaining to students and employees of the Regina Ca
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