Secretary Iv

Elk Island Public Schools (EIPS) is one of the largest school divisions in Alberta, serving the educational needs of approximately 17,150 students in 43 schools.

Every day, the staff and students of EIPS are encouraged to pursue opportunities to grow and discover their passions in life.

The Division prides itself on providing staff and students with the tools to achieve success by offering dynamic programming, up-to-date resources, and practical professional learning opportunities.

EIPS is recruiting a term certain full-time Secretary IV with our Information Technologies department.

EIPS Central Administration building is located in Sherwood Park, at 683 Wye Road. Providing services for the division, Central administration is comprised of eight departments, in addition to the Board of Trustees.

The departments include Education Executive, Communication Services, Facility Services, Student Transportation, Human Resources, Financial Services, Supports for Students, and Information Technologies.

Commencing January 4, 2023

Ending July 4, 2023

Working 37.5 hours per week (7.5 hours per day)

Open to Internal and External Applicants

EIPS provides a comprehensive benefits package

FUNCTION AND PURPOSE
This position provides administrative support to the Assistant Directors of Information Technologies. It also includes providing support to the Business Manager and Systems Analysts working within the Information Technologies department.

Duties range from supporting two assistant directors, general office tasks, and assisting staff in the positive and efficient operation of the Information Technologies (IT) department.

Administrative Support

Supporting the assistant directors and IT personnel in the creation of project documents, reports, charters, plans, change requests and communications

Organize meetings, record and follow up on action items, distribute meeting summaries

Liaise with schools and Central Office departments including Human Resources, Payroll, Finance, Facilities, Education Executive, Supports for Students, Transportation

Order office supplies and arrange for office equipment maintenance

Assist in arranging, coordinating and scheduling professional development sessions and conferences for the Information Technologies department (travel reservations, conference fees, etc.)

Assist in arranging professional development offered by the department to school staff/system PD days (monitor sessions for minimum attendance, provide a list of registrants)

Schedule hiring interviews as requested

Supporting records management by maintaining department records and ensuring proper storage, retrieval, and disposal of records

Supporting data, help desk, onsite, and network teams by scheduling and coordinating communications

Drafting/composing/formatting a variety of documents including correspondence, capital plans, results in reviews, strategic plans, updating administrative procedures, handbooks, etc.

Personnel Administration

Advises Human Resources of personnel changes

Maintain policy and procedure related to personnel issues

Ensure that job descriptions for the department are prepared and kept current

Receive, prepare, and distribute evaluation reports and other personnel documentation

Prepare/Record department vacation forms and schedules

Maintain employee data reports

Reception/Office Responsibilities

Answer calls and address inquiries, if needed direct calls to the appropriate team member

Respond to requests from Central Services administrators and staff, school administrators and office staff

Respond to requests from external consultants, contractors, vendors

Relief reception duties

Help draft written materials including Weekly Wrap-Up articles, FAQs, letters, technical documentation, and other documents

EDUCATION AND EXPERIENCE
Education

High School Diploma

Supplemented by the related one-year program (e.g., secretarial, business administration)

Experience

Minimum of three years of related experience in an office environment

Equivalencies will be considered

KNOWLEDGE, SKILLS AND ATTITUDES

Excellent communication skills (written and verbal)

Organization

Time management

Attention to detail

Problem-solving

Independence

DECISION MAKING
The types of decisions the Administrative Assistant is required to make on a regular basis may include:
Set priorities and timelines in the office as part of supervisory duties

Screen telephone calls of Director/Assistant Directors

Decide the best method to organize files

Some decisions on a day-to-day basis on office practices and procedures

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