School Secretary

Position Requirements

• Post-secondary certificate/diploma in Business, Office Administration, Management, Tourism, or a related field.
• Proficiency in Microsoft Office, including Word and Excel, and relevant database/office software.
• Three (3) years experience in a school, education, customer service, or busy office environment.
• Strong organizational, planning, problem-solving, and multitasking skills, with the ability to manage competing priorities.
• Excellent verbal and written communication skills, including strong grammar, spelling, and telephone etiquette.
• Strong customer service, interpersonal, and active listening skills.
• Ability to work independently, learn quickly, and collaborate effectively with others.
• Ability to maintain confidentiality and follow school policies and procedures.
• Working knowledge of standard office equipment and administrative procedures.
• Ability to assist the school nurse with student needs when required.

Sample of Duties and Responsibilities Reception and Customer Service

• Provide a welcoming and professional first point of contact for visitors, employees, prospective parents, students, and callers.
• Answer incoming calls by the second ring, provide accurate information, transfer calls, take messages, and escalate urgent matters in accordance with school procedures.
• Make outgoing calls and assist parents and students with front desk inquiries as required.
• Maintain positive relationships with the CIS community and keep reception areas and Administration Building notice boards clean, organized, and up to date.
• Notify staff when items delivered to the front desk, such as FedEx or UPS packages, have arrived.
• Assist students and parents with inquiries regarding club times and locations.
• Support the front office with photocopying as requested by office staff or teachers (emergencies only).
• Call the Director of Facilities and Operations when requested regarding maintenance concerns, leaks, dead animals, or other issues identified on campus (emergency Only).
• Provide coverage as required for school receptionists.

Visitor Management and Campus Security

• Maintain accountability for all outside visitors on campus in accordance with school procedures.
• Receive and respond to Security notifications regarding arriving visitors.
• Welcome, direct, and ensure visitors sign in/out using the automated system or designated sign-in book.
• Issue yellow lanyards (child safeguarding clearance) or red lanyards (no clearance), as appropriate.
• Coordinate accompaniment for red lanyard visitors who are not cleared to move about campus unaccompanied.
• Maintain communication with Security via walkie-talkie as required.

Student Services & Attendance (ES, MS, and HS)

• Process late-arriving students across all school phases, including sign-in, late slips, and tardy records.
• Manage student sign-out procedures, including parent/guardian verification, permissions, exit passes, and communication with Security.
• Maintain student and employee sign-out records and assist with locating students as needed.
• Monitor and communicate information regarding student absences, illness, early departures, and sick notes, including liaising with parents, staff, and the Nurse.
• Contact parents regarding student needs, including forgotten items or illness.
• Prepare and distribute daily attendance reports for ES, MS, and HS by 9:30 a.m daily.
• Monitor attendance emails, follow up on unexplained absences with parents, and send required reminders and reports.
• Maintain accurate attendance records and prepare monthly reports as directed by administration.

Pack Up and Play Coordination

• Serve as the Pack Up and Play Coordinator.
• Develop monthly schedules and coordinate staff coverage for the programme.
• Prepare daily student attendance lists and staff attendance sheets.
• Support daily after-school snack arrangements.
• Submit attendance records for children and staff to the Billing Department.
• Coordinate with relevant staff to support the smooth operation of the Pack Up and Play programme.

Benefits: Employees also receive a $500 annual wellness benefit and a $1,000 annual travel allowance. Additional support includes a telephone allowance of up to $350 annually paid in 12 equal monthly installments, professional development funding of up to $1,000 per year, and long-term disability coverage. Tuition benefits are also available, subject to eligibility and conditions.