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Regular - School Term

Administrative Assistant

Posted on: July 28th 2022 at 10:00am
Closes on: August 18th 2022 at 4:30pm

Posting Reference Number: 
S 23 CLK 029 REG
Job Location: 
Abbotsford Virtual School
Commencement Date: 
August 30, 2022


Under the general direction of the Principal or designate, the Administrative Assistant provides a wide range of administrative support to the principal, staff, students and Parent Advisory Council (PAC) in an environment offering education through various mediums (paper, blended, and online) to students of all ages (ie. Kindergarten to Adult).
This position is responsible for providing daily assistance and customer service to students, parents, general public, and staff in a professional, courteous and culturally safe manner.
The Administrative Assistant – Abbotsford Virtual School works closely with the principal, counsellor and staff to promote school services and assist in student registrations within Online Learning (OL) and Ministry of Education requirements. The job involves maintaining confidentiality in all matters pertaining to the school district and current, proficient knowledge of documentation practices, detailed procedures, School District Policy and Ministry of Education Legislation, including OL reporting requirements and recording of adult students.


Interested applicants should submit a detailed resume outlining qualifications and experience no later than Thursday, August 18, 2022 to:

This is a 10-month continuing position with expected start date of August 30, 2022. The current salary rate is $25.48 per hour plus a comprehensive benefit package including medical, dental and pension. The hours of work are Tuesday, Wednesday and Friday from 8:00 am – 4:00 pm for a total of 21 hours per week.

Note that administrative testing will be part of the recruitment process.

Individuals not currently employed by School District No. 34 (Abbotsford), are required to sign an "Authorization for Criminal Record Search" to permit a criminal record review. The interest of all applicants is appreciated; however, acknowledgments will only be made to those selected for an interview.

Education & Experience:

The successful candidate will have Grade 12 supplemented by one year of post-secondary business training that includes office procedures, file management, keyboarding, accounting and the operation of computer applications. Intermediate to advanced level spreadsheet and database computer applications such as Excel or Access is required. Three years of recent work experience in an administrative position, including one year of bookkeeping experience is also required.

General Description/Duties:

Abbotsford Virtual School Program Coordination and Support
• Processing new course registrations for new or existing students. This includes (but not limited to) reviewing registrations and gathering or requesting required registration information by using software applications, contacting students and other schools, determining student funding eligibility, requesting and processing Ministry required identification;
• Providing support to students by phone and/or in person on how to register, course selections, and trouble-shooting common password and technical difficulties; referring students to the counselling and learning support department when appropriate;
• Maintaining student alert forms; ensuring incident report forms are completed when necessary;
• Compiling statistics, tabulating data, and preparing non-standard reports or documents from OL records in an accurate and timely manner as required;
• Communicating information on school activity/events using various mediums such as the school website or District intranet, creating newsletters and posters;
• Assisting the Student Information System clerk when required, including assisting with record keeping and filing and report card production and distribution;
• Receiving, ordering, preparing, and shipping course packages to various institutions.
• Serving the needs of students and school families by providing friendly, professional reception service and prompt assistance, responding to email and telephone inquiries and promoting the use of Abbotsford Virtual School’s services;
• Assisting members of the PAC Executive and the School Planning Council as needed;
• Distributing mail to school staff and maintaining school email lists for students and staff;
• Troubleshooting RegSys, SIM and MOODLE issues with parents and students over email, phone and Teams.
Office Coordination
• Confirming Employee absences and advising school staff of absences;
• Signing in and orientating casuals and TOCs
• Communicating to Facilities and Maintenance Departments when School or equipment maintenance is required. This includes using the work order system or contacting the equipment company and providing information;
• Developing, preparing and revising manuals, printed publications such as newsletters, forms and other similar materials;
• Assisting in emergency preparedness drills (ie. fire, evacuation, lock-down, earthquake). This includes following procedure according to District Standards around each emergency;
• Receiving, sorting and sending mail and documents with our educational partners.
• Prepare and maintain federal government confidential student file records (WILL REQUIRE ADDITIONAL SECURITY SCREENING)
• Maintaining highly confidential records on our FlexEd sharepoint site.
• Generate reports of PowerBI

Knowledge, Skills & Abilities:

• Current working knowledge of relevant Ministry of Education Regulations, District Procedures and Administrative Policies, including the Freedom of Information and Personal Protection Act (FIPPA);
• Working knowledge of Finance and Purchasing Programs, Internet and Internet-based programs;
• Proven ability to work independently in an efficient manner, organize personal workload, work under pressure and see assignments through to completion;
• Proven ability to maintain positive interpersonal and communication skills with the demonstrated ability to assist parents, students and co-workers, contributing to an environment which promotes teamwork;
• Proven ability to understand cultural diversity and communicate effectively when language barriers are present;
• Proven ability to express ideas effectively both orally and in writing with the ability to explain instructions or information clearly to others;
• Proven ability to provide highly accurate data entry with attention to detail;
• Proven ability to work under pressure, in a fast-paced environment with constant interruptions;
• Ability to handle confidential information and make sound decisions in accordance with established policies and procedures.

File Attachments:

Please submit your application before August 18th 2022 at 4:30pm to:

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