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Regular - 10 Month

Administrative Assistant (Internal Only)

Posted on: July 22nd 2021 at 8:00am
Closes on: July 28th 2021 at 4:30pm

Posting Reference Number: 
S 22 CLK 014 REG
Location: 
Alexander Elementary School
Commencement Date: 
August 30, 2021
FTE: 
1.0
Contract: 
Continuing


Summary:

Under the general direction of the Principal, the Administrative Assistant maintains operation of an elementary school office, providing a wide range of administrative support to the Principal, Staff and Parent Advisory Council (PAC) and daily assistance, occasional supervision, and customer service to students, parents, staff and the public in a professional and courteous manner. 

The Administrative Assistant works closely with the Principal and Finance Department ensuring accuracy in accounting practice and provides Student Information through the application of detailed documentation practices, School District Policy and Ministry of Education reporting requirements, with attention to special education and enrollment. 

The job involves maintaining confidentiality in all matters to the school district and current, proficient knowledge of the documentation practices, detailed procedures, School District Policies and Ministry of Education Legislation. 



Education & Experience:

Grade 12 diploma, or equivalent, supplemented by 1 year of post-secondary business training in Bookkeeping, Computerized Accounting, Microsoft Office, and Business Communications. A minimum of 2 years of recent related experience in a fast-paced, high volume and customer service focused environment. A valid Class 5 BC Driver’s License. 



General Description/Duties:

Student Information 

  • Maintaining accurate Student Information through the use of the Student Information System and file record management. This includes (but not limited to) yearly start up (Student Information System tasks, various student Forms), staff/student information updates, attendance records, updating curriculum as required, providing month end enrollment/attendance reports; processing new student enrollments or transfers; printing report cards and envelopes, year end procedures (Student Information System tasks, pre-transition lists, attendance, PR cards, etc.). 
  • Ensuring student safety by reporting daily attendance, advising the parent or guardian about all unexcused student absences; maintaining accurate current records of students in ministry care, with custody orders and/or medical alerts. 
  • Liaising with Ministry of Education and district staff to compile, tabulate and report various criteria in a timely manner (i.e. 1701, FSA Exams, Ready-Set-Learn, etc.). 

Finance, Budget and Procurement 

  • Performing all regular daily and monthly accounting duties, including (but not limited to): 
  • Verifying documents for accuracy before processing, ensuring supporting documents are present, and expenses or invoices submitted are in accordance with accounting practice and district policies and procedures. 
  • Preparing, coding and entering information into the computerized accounting system; Processing invoices for payment and preparing journal entries where needed. 
  • Reconciling a variety of accounting functions, such as purchasing cards, student fees, budgetary items submitted through the Cash Purchase Summary, school subsidiary accounts, school bank account, school grant money that schools may receive funding for. 
  • Preparing and sending reports and financial statements for all accounting activities such as cash purchase summary, trial balances on subsidiary accounts, school bank account, and GST rebate. 
  • Receiving and receipting money, entering the information, preparing and making bank deposits. 
  • Tracking all student fee activity, student hardship issues and unpaid student fees. This can also include the use of the Student Information System to monitor and track these fees. 
  • Maintaining accurate records of purchase orders, purchasing cards, reimbursement accounts, 
  • teachers’ petty cash or field trip accounts and providing updates as requested. 
  • Ordering all required supplies (ie. First Aid, general office, art, gym, music, and staff room supplies) and materials using approved district procedures. 
  • Labeling all new school equipment; maintaining an accurate inventory of keys, school equipment and furniture, teacher resources, office supplies; updating this list regularly. 
  • Completing shipping and receiving tasks around procurement. This includes verifying packing slips, authorizing invoices for payment, dealing with damaged goods, incorrect orders, and returns. 
  • Preparing for financial audits and providing all information when requested. 

Administration 

  • Confirming and advising staff of employee absences and orienting casual Education Assistants/Teachers on-call upon arrival (ie. School events of the day, room keys, if instructions have been given, signing in, etc.). 
  • Communicating to the Facilities and Maintenance Departments when school or equipment maintenance is required. This includes using the work order system or contacting equipment service providers. 
  • Managing parent permission forms, medications, medication expiry dates, and identifying those students with life threatening allergies. 
  • Assisting in emergency preparedness drills (ie. fire, evacuation, lock-down, earthquake). This includes following procedure according to district standards in each emergency. 
  • Coordinating all incident reporting required for the School Protection Plan. 
  • Developing, preparing and revising letters, manuals, printed publications such as newsletters, forms and student handbooks and planners, or other similar materials. 
  • Communicating information about school activity/events using various mediums; this includes (but not limited to) posting on school website or intranet, uploading mass messages to the email/telephone system, creating newsletters and posters. 
  • Coordinating Volunteers and Noon Hour Supervisors, submitting timesheets to finance for payment. 
  • Coordinating all transportation and field trip requests using web-based programs and computer applications; including permission forms, depositing money, liaising with transportation and School Board Office to ensure insurance forms are completed (if required) and dates are secured. 
  • Typing a variety of confidential information as requested, including (but not limited to) Teacher Evaluations, Conduct Letters (ie. suspension, attendance issues), School Goal Plans, Staff Meeting and Health and Safety Minutes, Reference and Student primary address verification Letters. 

Reception 

  • Providing friendly, professional customer service and prompt assistance, including responding to emails or telephone inquiries, providing tours for new students and information to parents about the school, assisting members of the PAC executive and the School Planning Council and promoting the school to the public. 
  • Overseeing students in the office when Principal or Designate is not there. 
  • Distributing mail to school staff and maintaining school email lists for students and staff. 

Event Coordination 

  • Organizing a variety of events (ie. Class lunches, Staff meetings, Student photos, Terry Fox Run, Spirit Days, Sports Day, Jeans Day, BBQ’s, Fun fairs, Book fairs, Assemblies, Concerts, Ready-Set-Learn, Run for Water, child identification program, hearing, vision and dental screening for kindergarten students etc.). This can include (but not limited to) organizing food, sourcing vendors, coordinating volunteers, creating awards and event promotional material, maintaining cash floats, providing attendance lists, liaising with PAC, assisting with set up and/or tear down. 


Knowledge, Skills & Abilities:

  • Completion of Microsoft Office training and experience using internet and internet-based programs, with the ability to learn other software programs; 
  • Proven ability to determine, judge and select appropriate courses of action in accordance with established policies and procedures; 
  • Understanding and awareness of cultural diversity; 
  • Proven ability to multi-task, prioritize, self-motivate, and meet deadlines; 
  • Proven ability to communicate effectively both orally and in writing, and to provide service and relationship to the public and School District in a professional, respectful, positive and courteous manner; 
  • Proven ability to establish and maintain positive, effective work relationships in a team environment at all times; 
  • Proven ability to use tact and discretion and maintain confidentiality in matters pertaining to the School District; 
  • Working knowledge of WHMIS and WorkSafe BC occupational health and safety regulations and the demonstrated ability to work in a manner that recognizes personal safety and the safety of others; 
  • Ability to be flexible, adaptable and resilient to change; 
  • Ability to explain complex or simple instructions or information clearly to others; 
  • Current working knowledge of relevant Ministry of Education Regulations, District Procedures and Administrative Policies, including the Freedom of Information and Personal Protection Act (FOIPPA); 
  • Proven ability to provide highly accurate data entry with attention to detail. 

Testing may be part of the interview process. 



File Attachments:


Please submit your application before July 28th 2021 at 4:30pm to:

Current employees of the Abbotsford School District may apply for this job using the AMS Job Posting portal.