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8279 - Executive Secretary, Replacement (100%), end of October 2022
Board Office - Educational Services - Québec (QC)
SUPPORT POSITION AVAILABLE
English School Board
2021-2022 school year
Place of work :
Board Office - Educational Services -
Job status :
Temporary Replacement (100%), end of October 2022
08 :00 to 16 :00 (with telework option on set schedule)
Immediate supervisor :
Director of Educational Services
Starting date :
As soon as possible
Ending date :
Until the return of the incumbent, no later than October 31, 2022
Salary scale :
20,98 to $24,22
Nature of the work
In addition to the duties defined in the class of employment of secretary, the principal and customary work of an employee in this class of employment consists in performing, in a relatively autonomous manner, secretarial duties of a complex nature for one or more persons.
The employee in this class of employment responds to information requests concerning the follow-up of files and meetings, policies, regulations or other subjects related to the duties performed and, if necessary, issues reminders; he or she forwards the pertinent documentation; handles the mail as well as finds, gathers and compiles pertinent information; within the limits of his or her duties, prepares a draft response, forwards it to the person concerned and ensures the follow-up; prepares a summary of complicated problems and issues before forwarding them to the person concerned.
He or she greets visitors to his or her administrative unit, provides any information within his or her competence or refers them to the persons concerned; as instructed, keeps the agenda of the person or persons for whom he or she works.
The employee organizes meetings, convenes participants and prepares the necessary files; as instructed, he or she drafts a proposed agenda of the subjects received and, if necessary, attends meetings and prepares a draft of the minutes.
He or she drafts memorandums or bulletins from brief notes and works with others to set up a filing system; supports the office agent with archiving of the documents in his or her sector according to the policy in effect.
He or she uses a computer and the various software required to perform his or her duties related to word processing, database entry, spreadsheets and in-house programs; carries out research on the Internet and follows up on e-mail messages. He or she may be required to help, on occasion, colleagues with the common software and programs used.
He or she may be required to train new executive secretaries and to coordinate the work of support staff.
He or she will be the point person for Homeschooling inquiries, registrations and communications.
She will replace the employee responsible of the reception and the mailroom during vacations and breaks during the day.
If need be, he or she performs any other related duty.
Excellent spoken and written English and French.
Sound knowledge in computer software – Word, Excel; PowerPoint would be an asset.
Capacity to work and cope with simultaneous demands and works cooperatively with team and other staff members.
Capacity to learn and adapt to new situations.
Excellent judgment, analytical skills and problem-solving ability.
The ability to prioritize, organize, plan, carry out and follow-up in an autonomous fashion.
Good memorization capacity and very attentive to details.
Excellent interpersonal skills.
Discretion and objectivity.
Must be available and flexible in regard to the working hours due to the fact that certain selection activities could possibly take place outside of regular office hours.
Schooling and experience
Hold a Diploma of Vocational Studies (DVS) in secretarial studies, a Secondary School Diploma or a diploma or an attestation of studies recognized as equivalent by the competent authority and have four (4) years of pertinent experience.
Have a basic knowledge of office automation.
N.B.: The candidates who wish to be considered for this position will undertake tests to evaluate their knowledge in English and French writing, in Word and Excel, and in problem solving and analytical skills. The passing mark for each of the tests is 80%. Interviews will also be held to validate that the candidate also meets the over requirements.
All interested candidates are asked to forward their application by November 22, 2021 at 4:30 p.m.
By our website : https://www.cqsb.qc.ca/en/careers
Mention the posting number on the subject line of your email and on your resume.
An acknowledgement of receipt will be returned to your email address.
We thank all applicants for their interest in our organization. Only those selected for interviews will be contacted. All applications are treated in a confidential manner. We apply equal access to employment and we encourage women, visible and ethnic minorities, Aboriginal peoples and persons with disabilities to apply. People with disabilities who wish, may be assisted in the preselection and selection process.
The Human Resources Department
The masculine generic refers to both the masculine and feminine genders and is used for conciseness purposes only.