Provide general office duties including reception, filing, typing correspondence and reports, and producing bulletins/newsletters.
Update the school website as needed.
Collect and maintain student records (demographic, medical, behavioural, attendance, timetables, marks, transcripts, scholarships).
Prepare reports for ministries and agencies including data collection and immunization.
Respond to inquiries from students, staff, and the public.
Contact parents regarding student issues including attendance and emergencies.
Maintain school budgets and funds including petty cash, accounts receivable/payables, and bank/account reconciliations.
Obtain quotes and process invoices in accordance with board practices and policies.
Prepare and submit timesheets for approval.
Receive and distribute mail.
Assist the principal with administrative tasks including distribution of school keys.
Supervise students in the office and provide assistance.
Assist with organizing special events as requested.
Process and track library circulation of resources to students, staff, other schools, and parents.
Maintain library records including budget, databases, overdue lists, and inventories.
Process new books and classroom resources and record them for inventory.
Prepare and distribute overdue notices.
Order resources and process invoices as requested in accordance with board practices and policies.
Shelf, repair books, and assist with taking inventory.
Answer routine inquiries.
Supervise and assist students as requested.
Perform general clerical duties for the library including correspondence, forms, and cards.
Assist with special events as requested and relieve school secretaries during breaks
Requirements summary
High school graduation or certificate equivalent. School Secretary
minimum two years related experience within the last five years performing similar duties.
Library
Clerk: minimum six months office experience within the past five years (preference for library experience). Successful completion of a one-year office administration or business certificate program. Successful completion of an introductory accounting course (minimum 25 hours of instruction). Competence with district word processing and spreadsheet software (intermediate for secretary; introductory for clerk) demonstrated via appropriate courses.
Keyboarding speed: 60 cwpm (secretary) and 50 cwpm (library clerk). Excellent interpersonal and communication skills; ability to work effectively with students, staff, and the public. Ability to perform duties with speed and accuracy and meet deadlines. Ability to operate standard office equipment and follow oral instructions with minimal supervision. Valid Basic or Emergency First Aid Certificate (one-day course)
High school graduation or certificate equivalentSuccessful completion of a one-year office administration or business certificate program at a recognized institutionSuccessful completion of an introductory accounting course at a recognized institution (minimum 25 hours of instruction)Appropriate courses demonstrating competence with district word processing and spreadsheet softwareFilingReceptionDeadline managementInventory managementWord processingFirst Aid certificationInterpersonal and communication skillsData collectionSpreadsheet softwareParent communicationInvoice processingWorking with minimal supervision
Job description
<p>About Qualicum School District </p> <p>Qualicum School District is centrally situated on east Vancouver Island and covers the area of Nanoose Bay to Bowser and spans from Errington across the Strait of Georgia to Lasqueti Island.
We serve a student population of approximately 4700 students.
Qualicum School District consists of eight elementary schools (Grades K-7), two secondary schools (Grade 8-12), an alternate school (PASS/Woodwinds) and a Distributed Learning program to support home-learning families called the Collaborative Education Alternative Program (CEAP).
False Bay School on Lasqueti Island is entirely off-grid with an immense solar project recently completed.
Qualicum School District also embraces many community organizations through various school programs.
The area’s natural beauty, never-ending beaches, mild climate and small-town charm make it a popular tourist destination and a great opportunity to have a career in paradise.</p> <p><b>POSITION:</b> Temporary School Secretary & Library Clerk at Nanoose Bay Elementary School.</p><p><b>WAGE: </b>School Secretary $35.59 // Library Clerk $31.70</p><p>20.00 hours per week; 12.00 hours per week as School Secretary less than 12 months per year, plus 8.00 hours per week as Library Clerk 10 months per year. </p><p> The annual school year work cycle for the School Secretary position will commence 10 working days prior to school opening until 5 working days subsequent to school closing.
The working days will not include the winter and spring breaks, nor most of the summer break<strong>.</strong> </p><p> </p><p>Commencing August 24, 2026, until the full return of the incumbent.
Please note the anticipated end date of this assignment is July 9, 2027. </p><p><b>JOB TITLE:</b> School Secretary (12.00 hours per week)</p><p><b> JOB FUNCTION: </b>An employee in this classification performs a variety of secretarial and accounting services to ensure the efficient operation of the school office and to assist the principal and/or vice principal with various administrative tasks. </p><p><b>REPORTING TO: </b>School Principal </p><p><b>ILLUSTRATIVE EXAMPLES OF WORK: </b></p><p>1.
Performs general office duties including reception, filing, typing correspondence and reports, and producing bulletins, newsletters and updating the school website as needed. </p><p>2.
Collects and maintains student records including demographic, medical, behavioural, attendance, timetables, marks, transcripts and scholarships. </p><p>3.
Prepares a variety of reports for ministries and agencies including data collection and immunization. </p><p>4.
Student records management
General clerical duties
Petty cash handling
Operating standard office equipment
Typing correspondence and reports
Producing bulletins and newsletters
Mail receiving and distribution
Updating school website
Report preparation for ministries and agencies
Immunization data reporting
Budget and funds administration
Accounts receivable and payables
Bank and account reconciliations
Timesheet preparation
Administrative support to principal
Supervising students in office
Circulation tracking
Library records management
Overdue notices
Book processing and shelving
Repairs and inventory assistance
Correspondence/forms/cards
Internet resource utilization
Keyboarding speed (60 cwpm school secretary; 50 cwpm library clerk)
Accuracy and speed
Responds to inquiries from students, staff and public. </p><p>5.
Contacts parents regarding student issues including attendance and emergencies. </p><p>6.
Maintains school budgets and funds, including petty cash, accounts receivable, payables, bank and account reconciliations, and preparation and distribution of reports. </p><p>7.
Obtains quotes and processes invoices in accordance with Board practices and policies. </p><p>8.
Prepares and submits timesheets for approval. </p><p>9.
Receives and distributes mail. </p><p>10.
Assists the Principal with a variety of administrative tasks including distribution of school keys. </p><p>11.
Supervises students in the office.
Provides assistance to students. </p><p>12.
Assists organizing special events as requested. </p><p>13.
Performs other job related duties. </p><p><b>REQUIRED ABILITIES AND QUALIFICATIONS:</b></p><p> 1.
High school graduation or certificate equivalent. </p><p>2.
Minimum two years related experience within the last five years performing similar duties. </p><p>3.
Successful completion of a one-year office administration or business certificate program at a recognized institution.</p><p> 4.
Successful completion of an introductory accounting course at a recognized institution, to a minimum of 25 hours of instruction.</p><p> 5.
Competence using current district word processing and spreadsheet software to an intermediate level as demonstrated by successful completion of appropriate courses at a recognized institution. </p><p>6.
Keyboarding speed of 60 cwpm. </p><p>7.
Excellent interpersonal and communication skills, and the ability to work effectively with students, staff and public. </p><p>8.
Ability to perform duties with speed and accuracy, and to work effectively to meet deadlines. </p><p>9.
Ability to operate standard office equipment, follow oral instructions, and work with a minimum of supervision. </p><p>10.
Valid Basic or Emergency First Aid Certificate (one day course)</p><p>__________________________________________________________________________________________</p><p><b> JOB TITLE:</b> Library Clerk (8.00 hours per week)</p><p><b> REPORTING TO:</b> School Principal or designate. </p><p><b>ILLUSTRATIVE EXAMPLES OF WORK: </b></p><p>1.
Processes and tracks circulation of resources to students, staff, other schools, and parents. </p><p>2.
Maintains library records including budget, databases, overdue lists, and inventories. </p><p>3.
Processes new books, classroom resources, materials and equipment, and records to inventory. </p><p>4.
Prepares and distributes overdue notices. </p><p>5.
Orders resources and processes invoices as requested in accordance with Board practices and policies. </p><p>6.
Shelves, repairs books and assists with taking inventory. </p><p>7.
Answers routine inquiries. </p><p>8.
Supervises and assists students as requested. </p><p>9.
Performs general clerical duties including correspondence, forms and cards. </p><p>10.
Assists with special events as requested. </p><p>11.
Relieves school secretaries during breaks as requested. </p><p>12.
Performs other related job duties. </p><p><b>REQUIRED ABILITIES AND QUALIFICATIONS: </b></p><p>1.
High school graduation or certificate equivalent.</p><p> 2.
Minimum six months office experience within the past 5 years.
Preference will be given to experience working in a library. </p><p>3.
Competence using current district word processing and spreadsheet software to an introductory level as demonstrated by successful completion of appropriate courses at a recognized institution. </p><p>4.
Working knowledge of utilizing internet resources. </p><p>5.
Keyboarding speed of 50 cwpm.</p><p> 6.
Ability to operate standard office equipment, follow oral instructions, and work with a minimum of supervision. </p><p>7.
Ability to work effectively with the students, staff, and the public.</p><p> <br></br></p> <p><strong>PLEASE PROVIDE 3 PROFESSIONAL REFERENCES WITH YOUR APPLICATION.</strong></p> <p><strong>Make a Future / Qualicum School District</strong></p> <p>Please note to submit your application to the actual job posting you must click onto the job posting, then click the “APPLY” button. </p> <p>Successful applicants must successfully complete an Authorization for Criminal Records Search pursuant to the Criminal Records Review Act every 5 years. </p> <div> </div> <p>For further information please contact Amanda Kramer, Human Resources Administrative Assistant at <a></a>or <a></a> We thank all applicants for their interest, however, only those selected for interviews will be contacted.</p> <p> </p>
Market context
BC school support roles are often time-sensitive
In British Columbia, temporary school secretary and library clerk roles can be competitive because schools need dependable front-office and library support during busy periods and staffing gaps. Candidates with recent school office experience, strong organization, and comfort handling student, staff, and parent interactions may stand out. Review the AI-summarized requirements and benefits here to save time, then confirm your recent experience matches the role before applying.
