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The Durham Catholic District School Board invites applications from qualified candidates interested in the following position:

POSITION: Secondary School Administrative Assistant, Guidance (Full time - Permanent)

LOCATION: St. Mary CSS, 1918 Whites Road, Pickering, ON, L1V 1R9

HOURS OF WORK: Monday to Friday, 8:00 AM to 4:00 PM

Rate of Pay: $28.35 per hour

START DATE: As soon as possible

Interested candidates are invited to apply through this posting on Apply to Education.

Interviews will be scheduled as soon as possible after the closing date - week of April 14, 2025.

The successful applicant will be a member of CUPE Local 218. Remuneration and benefits will be in accordance with the current Collective Agreement.

The Durham Catholic District School Board is located just east of Toronto and is renowned for providing comprehensive Catholic education to over 25,000 students in 38 elementary schools, 7 secondary schools, and 7 continuing and alternative education centers throughout Durham Region.

This position is responsible for providing administrative and secretarial support to the Guidance Department. The incumbent is directly accountable through the Secondary School Administrative Assistant to the Principal.

1. Ensure efficiency of department by answering telephone calls and responding to general inquiries/requests from students, parents and staff;
2. Provide necessary administrative support such as filing, document retention, scheduling appointments, completing data entry in student information management system (i.e. course selections, updating student records, night and summer school registrations, maintaining statistical information regarding admissions, transfers and retirements);
3. Generate reports as required for information and/or signature of principal, which may include enrolment registers, cross boundary lists, honour roll lists, failure lists, eligibility lists as well as monthly and annual data for Board and Ministry reporting requirements;
4. Maintain Ontario Student Records (OSR’s) in accordance with Board and Ministry Guidelines – including filing data/reports/test results in OSR’s as well as requesting, receiving, and filing Ontario Student Records(OSR) for new registrations in addition to transferring OSR’s upon request or removing from active files and placing in historical files;
5. Facilitate process for new registrations and students leaving, scheduling appointments, preparing files, completing data entry, photocopying relevant documents, in addition to forwarding applicable information to transportation and admissions department as required;
6. Key in OnSIS history from student transcript for new students arriving from schools outside of the Durham Catholic District School Board;
7. Distribute correspondence/documents to students as required (may include report cards, certificates, diplomas, yearbooks, homework brought to the department for absent students);
8. Process address change forms, night and summer school registration forms, cross boundary and annual renewal requests;
9. Provide information regarding department requirements for annual consumable order;
10. Perform other related assignments as requested.

1. College diploma – preferably in Office Administration or Executive Secretary program.

1. Two years’ experience in an Administrative Assistant capacity is essential.
2. Previous work experience with children is considered an asset.

1. Experience in various computer applications - Microsoft Office experience - knowledge of student data system would be an asset.
2. Experience with PowerSchool.
3. Ability to work with minimum supervision.
4. Excellent interpersonal skills and ability to function as a part of a team.
5. Ability to maintain and project a professional image.
6. Enthusiastic, tactful and pleasant personality.
7. Demonstrated commitment to customer service excellence.
8. Ability to multi-task and manage multiple work priorities.
9. Understanding of confidentiality and requirement to maintain confidentiality at all times.
10. Excellent communication skills.
11. Criminal Background Check with Vulnerable Sector suitable to the Board.

At DCDSB, fostering a culture of inclusion is a fundamental imperative. Acknowledging the diversity of our students, staff and community and ensuring every member of our inclusive community is a valued contributor is a foundational pillar to our mission. The DCDSB invites and encourages applications from all qualified individuals, including those from groups that are traditionally underrepresented in employment, and candidates who self-identify as a member of a racialized/marginalized community, who may enhance equity and representation in our workforce.

Pursuant to the Accessibility for Ontarians with Disabilities Act, 2005 (AODA), if you require accommodation at any time throughout the application process, please contact Human Resource Services at hr@dcdsb.ca prior to the posting closing date so that accommodations can be made.