Educational Handbook – Staff Roles & Responsibilities
Staff Roles & Responsibilities
POSITION DESCRIPTION
Directly responsible to, and under the direction of the Board, team leader with the responsibility for leadership, administration, supervision and evaluation of all educational programs, organization and operations.
The Board further recognize the responsibility and obligations of this position as set out in the School Act.
As Chief Executive Officer, provide recommendation, support and advice to the Board on all educational matters; and, implement Board policies and regulations as well as any other decisions and/or directions by the Board.
It is the expectation of the Board that one senior officer will be in the district at all times.
POSITION DUTIES AND RESPONSIBILITIES
1. The Superintendent of Schools is accountable to the Board as provided for in the School Act for all educational matters in the district.
2. The Superintendent of Schools shall exercise and maintain a high standard of professional leadership in advancing the cause of public education; and, the evaluation of educational programs and practices, in order to raise student achievement levels throughout the district.
3. Keep the Board fully informed through oral and written reports about all school operations, educational activities and programs, including reports on staff.
4. Ensure the highest possible standard of professional and administrative practices within the district schools.
5. Attend all Board and committee meetings to provide information, advice and make recommendations to assist the Board in the decision making process.
6. Keep current and up to date with educational and administrative developments in education by participation and liaison with other school districts, attendance at educational conferences, and other professional activities; subject to any limitations which may be placed by the annual budget.
7. Interpret to the Board educational needs of the district; including the financial assessment of related priorities for inclusion in the Board’s annual budget.
8. Develop and maintain a process to keep community, educational staff, educational support staff, administrative officers and students informed on Board policies, procedures which directly affect education in the district.
9. Keep current on educational technological developments and utilize same in a manner to bring about improved communications, cost effectiveness, together with any other applications which support and advance the system.
10. Be responsible for, and manage an educational staff compliment provided for in the annual budget.
Further, assume responsibility for making educational teaching/non teaching appointments to the district.
Other senior staff appointments will be carried out as provided for in Board policy and regulations.
11. Foster and encourage the best possible relationships with all stakeholder groups through regular interaction, visits with community groups, district schools and classrooms.
12. Maintain and administer, in a fair and judicious manner, an effective and appropriate public relations program.
13. Advise the Board on negotiations with district professional staff and non-professional education staff.
14. Ensure district professional development for all educational staff and educational support staff are oriented to effective instruction techniques and current methodologies.
15. Be responsible and ensure all professional and other educational support staff are evaluated on the regular scheduled basis, and further, ensure the Board are kept informed on the results and status of these evaluations.
16. Any other duties, which from time to time, may be assigned by the Board.
CORE RESPONSIBILITIES
- Financial Management
- Ensures that the process and preparation of the annual operating and capital budgets and other financial planning activities are consistent with the goals and directions of the Board and comply with applicable laws.
- Ensures that the accounting and financial control system is in compliance with Ministry directions and sound accounting practices.
- Keeps all accounts and prepares annual financial statements in accordance with procedures specified by the Ministry of Education.
- Receives and disburses all funds of the Board in accordance with the provisions of the School Act and Regulations.
- Approves and directs capital funding requests to the Ministry.
- Legal Operations
- Ensures compliance with legal requirements imposed by the School Act and other legislation regarding financial, trustee and Board related matters.
- Provides assistance on legal matters to other departments upon request, employing legal counsel as required; intervenes when there is possible contravention of the law.
- Ensures that legal actions against the Board are defended.
- Ensures that legal actions on behalf of the Board are effectively undertaken.
- Ensures compliance with the Freedom of Information and Protection of Privacy Act and handles requests made to the District under the Act.
- Board Operations
- Advises and supports the Board (in conjunction with the Superintendent of Schools) on all aspects of business matters, and develops and recommends policies and procedures to enhance efficient and effective operation of the District. Informs the Board of unauthorized expenditures and proposed expenditures for which funds are not provided in the operating budget or any other sources.
- Coordinates and prepares information required by Trustees and implements Board policy and direction.
- Prepares and executes all corporate documents and oversees the custody and affixing of the District’s official corporate seal, in conjunction with one other signing authority.
- Ensures the custody of deeds, leases, agreements, contracts, insurance policies and other corporate documents.
- Sees to the preparation, maintenance and custody of the minutes of all legally constituted Board and Committee meetings.
- Organizes, as necessary, trustee elections and referenda, in accordance with the School Act and the Municipal Act.
- Leadership Role
- Promotes effective and efficient financial management at all District levels. Keeps up to date on contemporary practices and advances applicable to the Secretary Treasurer’s area of responsibility.
- Participates as a member of the District senior management team in the consideration of budget issues, decision making and in the management of District resources and the achievement of District goals. Assists the senior management team with business-related issues.
- Directs, coordinates and supports the work of the staff in the work of the district. The Secretary Treasurer maintains flexibility within available resources to provide services which reflect the changing needs of the District and its employees.
- Internal Relationships
- Attends and participates in Board and Committee meetings, as required.
- Ensures that the Superintendent of Schools and the senior management team have current knowledge of District financial issues.
- Develops positive working relationships between and among, other members of the District’s senior management team and employee groups.
- External Relationships
- Liaises with municipal officials, auditors, bankers, ministries of the provincial government, other school districts and related organizations as required.
- Performs other duties as assigned from time to time by the Superintendent of Schools.
- Reporting Relationships
- Reports to the Superintendent of Schools and the Board of Trustees.
- Directly supervises accounts payable and collectible, housing and payroll.
DUTIES AND RESPONSIBILITIES
- Attend and participate in meetings of the Board and Management Team.
- Keep the Chief Executive Officer informed about programs, practices and problems.
- Advise the Chief Executive Officer on the need for new/revised policies and regulations.
- Collaborate with the Management Team to provide leadership and direction for all district programs and operations.
- Develop for the Chief Executive Officer the framework of the annual Function 5 – Operations and Maintenance budget and implement the approved budget.
- Develop for the Chief Executive Officer an annual Five Year Capital Plan.
- Develops in conjunction with Administrative input a plan for expending the Annual Capital Allowance and in consultation with the Chief Executive Officer adjudicates requests in order of priority and funding available that best expresses the physical and educational programs of the district.
- Establish and maintain an effective and responsive process for staff identified maintenance needs.
- Works in close liaison with administrative officers to identify, prioritize, and carry out projects at the school level.
- Direct and supervise all maintenance and custodial operations including contracts within the areas of Operations and Maintenance.
- Uses computer technology as a management tool.
- Stays current with developments in technology related to this position.
- Prepares working sketches and drawings for projects of the physical plant.
- Delivers freight and mail as a matter of routine while travelling within the district.
- Manage all aspects of the District Housing Program.
- Evaluates and recommends to the Chief Executive Officer janitorial, fuel and service contracts that fall within his jurisdiction or any other as requested by the Chief Executive Officer.
- Play a pro-active role in the District Health and Safety Program.
- Recommend to the Chief Executive Officer all hiring, transfers and termination of all maintenance and custodial personnel.
- Ensures conformity and compliance of all codes and regulations governing the maintenance and safe operations of the physical plant.
- Direct and supervise all maintenance and custodial personnel including contractors.
- Oversee and recommend all vacations and leaves of absence of maintenance and custodial personnel.
- Is a member of the Union Management Committee and acts as a resource person to the bargaining unit with the Canadian Union of Public Employees Local 2020.
- Prepare and/or approve evaluation reports on the performance of maintenance and custodial personnel.
- Monitor performance of District office equipment, co-coordinating maintenance and servicing as needed, and recommend replacement of equipment no longer able to meet our needs.
- Perform other duties as assigned by the Chief Executive Officer.
- Oversee and recommend on all capital project expenditures.