1.0 Administrative Secretary
BULLETIN NUMBER: 1131/C/25 DATE POSTED: April 30, 2026
SCHOOL: CLINICAL SERVICES – MONTEREY BOARD OFFICE
COMMENCING: As soon as can be arranged

COMPENSATION: CUPE Local 4642 Clerical-Technical – Payband 5 $32.01 to $35.14
HOURS: 7.0 hours per day – 11 Month Classification

JOB SUMMARY:

Reporting to the Director of School and Classroom Supports, the Administrative Secretary provides administrative and

clerical support to the Clinical Services Department. The position supports interdisciplinary clinical teams including

psychology, social work, speech‑language pathology, occupational therapy, physiotherapy, child and youth care,

rehabilitation assistants, and audiology services.

The Administrative Secretary serves as a primary point of contact for clinicians, professional staff, school‑based

teams, divisional staff, external agencies, and the public. Responsibilities include word processing, data entry, clinical

record and file maintenance, transcription of confidential reports and correspondence, and responding to routine

inquiries in accordance with divisional policies and procedures.

The incumbent works with minimal supervision, maintains organized filing systems, supports department

communication, and uses divisional‑approved software programs. As clerical staff are often the first point of contact,

the Administrative Secretary contributes to a welcoming, respectful, and inclusive environment aligned with the Louis

Riel School Division’s vision, mission, and Multi‑Year Strategic Plan.

RESPONSIBILITIES AND DUTIES:

• Provide clerical and operational support to the Assistant Director of Clinical Services, as directed.

• Liaise with Board Office departments, schools, and divisional contacts.

• Maintain privacy and confidentiality of information related to students, families, and employees.

• Respond to requests for information and routine inquiries using tact and diplomacy and in accordance with

divisional policies and procedures.

• Communicate professionally with clinicians, divisional personnel, students, families, and the public (email,

telephone, and in person).

• Maintain student support files in accordance with provincial legislation and divisional policy.
• Upload, maintain, and organize student files and documentation within CLEVR.
• Collect, input, and maintain student data within the Student Information System (SIS); produce related lists,

records, and reports.

• Process and finalize approved clinical reports within CLEVR and upload documentation to the PowerSchool Parent

Portal.

• Initiate and update Cumulative (CUM) files when Requests for Service (RFS) are received.
• Request, receive, and send clinical records to and from external school divisions and agencies, ensuring

appropriate documentation is uploaded into CLEVR.

• Receive, send, and compile inter‑agency documentation.
• Prepare confidential and general correspondence.
• Research, compile, and prepare regular and ad‑hoc reports.
• Photocopy, collate, file, and organize documents as required.
• Process mail and paperwork; distribute to appropriate departments or staff and respond when appropriate.
• Provide clerical support related to meetings, as required.

QUALIFICATIONS (EDUCATION AND EXPERIENCE):

• Completion of a minimum one‑year diploma or certificate in administrative assistant, secretarial studies, office

administration, or a related discipline from a recognized post‑secondary institution is an asset.

• Three years of recent experience in a senior/head secretary, office manager, or similar role; an equivalent

combination of education, training, and experience may be considered.

• Demonstrated ability to evaluate office systems and support the implementation of procedures and workflows.
• Ability to develop and maintain systems for organizing electronic and manual files and records.
• Advanced word‑processing and document‑formatting skills with efficient and accurate keyboarding.
• Excellent interpersonal, verbal, and written communication skills; English and French may be required. Knowledge

of additional community languages is an asset.

• Experience using Microsoft Office applications (Word, Excel, Outlook, Teams) and the ability to learn new

software programs as required.

• Basic understanding of accounting procedures and payroll‑related legislation.
• Strong initiative, organizational, time‑management, and problem‑solving skills, with the ability to work

independently and collaboratively.

• Ability to interpret sensitive situations and respond appropriately with tact and discretion.
• Knowledge of confidentiality and privacy requirements within a school/divisional environment.
• Previous school division office experience and familiarity with Student Information Systems (SIS) is an asset.

CONDITIONS OF EMPLOYMENT:

• Satisfactory Criminal Record Check, including Vulnerable Sector Search.

• Clear report from the Child Abuse Registry.

• PHIA Certificate – Direct PHI Version.

• FIPPA Certificate.

• Completion of Respect In School or equivalent training.

• Review and comply with Divisional policies and guidelines.

• Continued employment is subject to maintaining legal eligibility to work in Canada.

• Ongoing commitment to Divisional Professional Development in the areas of Diversity, Equity, Inclusion, and

Technology.

APPLICATION PROCEDURE:

• Applications must be submitted through the Louis Riel School Division online application system at www.lrsd.net.

• Applicants must quote the bulletin number and upload a single document containing a cover letter and resume

outlining their strengths and abilities and demonstrating how they meet the qualifications of the position.

• Applicants are required to provide the names and contact information of three professional references.
• Applications should be addressed to Staff Services, Louis Riel School Division. Selection of candidates will be made in

accordance with the CUPE Local 4642 Collective Agreement.

The Louis Riel School Division is committed to:

• fostering employment equity and accessibility. We encourage applications from members of equity-seeking groups

with diverse abilities, background, cultures, identities

• providing an inclusive and barrier-free experience for people with accessibility needs. Applicants may request

reasonable accommodation related to the materials or activities used throughout the selection process. To make a

confidential request, send an email to the Staff Services Department so that the necessary arrangements can be made.

We thank all applicants for their interest. Only those selected for further consideration will be contacted.

APPLICATION DEADLINE: 4:00 p.m., Thursday, May 7, 2026