Position Summary
The main purpose of the Clerk/Receptionist role is to facilitate the daily office functions of the Kahnawà:ke Education Center and assist the school staff, parents, children, and visitors while ensuring that reception and secretarial support services are provided in compliance with the school’s philosophy, goals and objectives.
Key Responsibilities
Responsibility 1: Receptionist Duties
- To act as the first point of contact for the school:
welcoming all staff, students, parents, visitors and responding to telephone
and email enquiries and ensuring that appropriate actions are taken in a timely
manner.
- To ensure the safety and security of the school at all
times, monitoring the main entrance and unlocking the door, electronically for
staff, students, deliveries and visitors.
- To receive, record and direct students arriving late and
students referred to the office.
- To receive and direct students to the Associate Principal
for behavioral issues and social support as required.
- To maintain and update school information, records and
databases.
- To assist and complete accident/incident report for students referred to the front desk for medical reasons and contact parents/emergency contact, and ambulance if required when an injury has occurred to a student or staff member.
- To receive, sort and distribute all packages, deliveries and
mail.
- To assist with the ordering of stationery, materials and
resources and ensuring that stock levels are maintained.
Responsibility 2: General Clerical Duties
- To schedule appointments, meetings, case conferences and
consultations for the Principal and the Associate Principal.
- To prepare agenda and arrange meeting facilities, amenities,
and snacks for staff and student service meetings, as well as record, type and
distribute meeting minutes.
- To maintain Attendance Policy and Discipline Binder of staff
and students and notify Associate Principal of inconsistencies.
- To prepare mailing labels and correspondence for the
Principal and Associate Principal.
- To draft statistical, narrative and other reports.
- To transfer student files to receiving schools.
- To replace Administrative Assistant when necessary.
Skill & Competency Requirements
Core Competencies:
The necessary core competencies for
this position include:
- Strong interpersonal skills
- Strong organizational
skills and the ability to multi-task
- Excellent time
management skills
- Teamwork
- Professionalism
and high ethics standards
Technical Competencies:
Required
technical competencies for this position include:
- Excellent oral and written communication skills
- Excellent
customer services skills, with the ability to use discretion, patience, tact
and respect for confidentiality
- Good knowledge of all Microsoft Office programs systems
- Operational knowledge of general office equipment and
practices
Education,
Knowledge & Experience
- D.E.C. in Office Systems Management OR equivalent discipline with a minimum 3 years related experience OR Vocational Diploma in Office Systems Management with a minimum 2 years experience OR 5 years related administrative experience.
- Knowledge and comprehension of the Kahnawà:ke Education System programs and services, administrative and operational policies and procedures.
- Knowledge of the Kanien’kehá:ka culture, and socio-economic issues.
- Complete proficiency in English language.
- Proficiency in Kanien’kéha language and French language is an asset.
