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Salary Requiring fluency in English, Punjabi and Hindi
Fulltime position effective immediately until June 30, 2024 (extension will be subject to funding availability)
The Surrey School District respectfully acknowledges that our schools reside on the traditional, unceded, and shared territories of Coast Salish peoples: The q? íc?? y? - Katzie, the q'wa: n??'?n? - Kwantlen and the SEMYOME - Semiahmoo First Nations, who have been stewards of this land since time immemorial.
Surrey Schools values an inclusive school district where equity is deeply embedded, and diversity welcomed. We acknowledge the profound responsibility we all have in ensuring that our schools and district sites foster an atmosphere where everyone feels secure, respected, and valued. Our commitment to providing a quality education extends beyond academic excellence; we are committed to creating and cultivating diverse, inclusive, and barrier-free environments for all applicants, employees, students, and their families. Our identity, as Surrey Schools, is expressed in the shared values of openness, fairness and tolerance and recognizes the importance of diversity of identity and thought. We are an equal opportunity employer and welcome applicants from all backgrounds.
Surrey Schools, recipient of the BC Top Employers and Canada's Greenest Employer awards, is the largest school district in BC and the second largest employer in Surrey. Spread across one of the fastest-growing cities in British Columbia, Surrey Schools provides quality education to over 82,000 students with 124 schools sites and a variety of other learning facilities, offering a broad range of innovative programs and services to support the learning of our students. The Surrey School District team of approximately 13,000 employees works tirelessly every day to ensure that children are getting the best start they can, providing the preparation to be our leaders of tomorrow.
Working as a Settlement Intake Worker (District Office Clerk) supporting the Punjabi and Hindi-speaking communities you must be fluent in English, Punjabi, and Hindi (ability to speak, read, and write in all three languages).
Settlement Intake Workers assist immigrants, refugees, conduct outreach, intake, and provides information to families new to the district. This role is responsible for direct client service delivery and administrative support.
The Settlement Intake Workers (District Office Clerk) reports to the Manager, Surrey Schools Welcome Centre.
Shift times may vary, and position may include split shifts and evening work. This position follows the district school schedule regarding spring, winter, and summer breaks.
TYPICAL RESPONSIBILITIES
Conduct outreach via telephone and in person.
Books appointments for intake and follow up and provides first language services related to settlement issues, education, and family needs.
Provides support with school registration and enrollment.
Provides service linking to school and community services and provides basic settlement information and resources to newcomers.
Conducts client data entry, tracking, and updates electronic and paper client records
Provides information and orientation on school systems, registration
Liaises between schools, families, and settlement staff to ensure smooth communication and efficient service delivery for clients
Ensures that revisions to documentation are consistent and accurate throughout, and amends cross-references accordingly.
Prepares requisitions, contracts, notices, and documents from verbal or written instructions using standard formats.
Utilizes computer equipment and software applications to enter a variety of data and produce computer-generated reports in various formats including spreadsheets, diagrams, etc.
Responds to enquiries regarding status of purchase requisitions and quotations.
Orders and maintains general office supplies.
Receives and processes mail, deliveries, and courier material.
Maintains departmental records pertaining to budgets and other financial matters. Monitors expenditures, codes invoices, and prepares related documentation. Reconciles daily receipts which may include cash, cheques, credit charges and adjustments for refunds and credits. Makes related calculations.
Develops, compiles, and maintains departmental records and statistical information, reports, and data relating to matters such as student enrollment, demographics, student transportation, ridership and route lists, use of facilities, and purchases.
May act as a dispatcher and perform related work regarding the assignments of teachers-on call, service operations staff and others. Receives requests for help from departments, contacts employees and assigns work according to established operating procedures.
Provides routine information to the public and others regarding matters such as School District policies and procedures, Continuing Education courses, District organization, etc.
May work primarily or provide relief as a switchboard operator/receptionist at major district installations.
Makes arrangements for special events by booking facilities, notifying attendees and preparing notices. Coordinates the provision of related services, delivery of goods and materials, etc.
In the Human Resources Department, documents new hires in various categories, enrolls them in benefit plans, and obtains consent to payroll deductions. Confirms and explains routine matters such as hours of work, union dues and premiums, as required.
Provides procedural advice and guidance to other clerical personnel, as required.
Ensures the confidentiality of client information
Performs related duties as assigned
JOB REQUIREMENTS
KNOWLEDGE, ABILITIES AND SKILLS
Oral and written fluency in both English and other designated language(s)
Knowledge of general office organization and procedures.
Ability to operate general office equipment including, calculators, adding machine, fax, photocopier, typewriters, etc., and the ability to use computer equipment with skills for data entry, and word processing and the ability to learn the operation of unfamiliar office equipment unique to a given work site.
Knowledge of business English, including grammar, punctuation, composition, and terminology related to the specific department.
Ability to perform computations using calculators and adding machines with reasonable speed and accuracy.
Skill in the use of computers and software applications utilized in the department to produce reports, correspondence, spreadsheets, etc. This role requires strong knowledge of excel, PPT, Publisher, Canva and multi-media skills and ability to learn and adapt to new technologies required for excellent service delivery, as needed
Ability to use a variety of platforms to develop resources and update settlement information.
Ability to respond with sensitivity to emerging situations and to use sound judgement when dealing with cross-cultural issues and matters of a confidential nature
Interpersonal and communication skills to deal with staff and public and the ability to work and plan in a team environment.
Knowledge of applicable district information, local rules, and regulations, which govern departmental and district activities.
Ability to compose and execute routine letters, memoranda, and reports, as required.
Ability to organize and prioritize tasks.
Ability to provide procedural advice and guidance to other clerical personnel.
Ability to meet deadlines despite constant interruptions.
Ability to solve problems related to the work.
A strong understanding of the process of migration, acculturation and sensitivity to diverse cultural values and individual experiences.
TRAINING AND EXPERIENCE
Completion of Grade 12, plus additional Post Secondary courses in Office Practices, including the utilization of computers and basic accounting.
One year's related office experience or an equivalent combination of training and experience.
Experience working with newcomers and refugees is an asset.
LICENCES, CERTIFICATES AND REGISTRATIONS
Valid B.C. Driver's License is required as position may include work at multiple sites.
This is a unionized position that offers an hourly wage rate of $29.71 per hour plus benefits package: Municipal Pension, health, vacation & sick benefits. Effective date per collective agreement.
Interested and qualified applicants can apply by clicking the "apply" button to the right of the posting, by 4pm Wednesday February 15, 2024.
Please be sure that you have received a confirmation from Make a Future that you have applied to a specific posting. Without this confirmation your application will not have been submitted.
Note: Successful applicants will be required to consent to a Criminal Records Search prior to employment. This is not required at the time of application. Only those applicants selected for interviews will be contacted. To all others, thank you for your interest.
