ADMINISTRATIVE ASSISTANT

The Durham District School Board acknowledges that many Indigenous Nations have longstanding relationships, both historic and modern, with the territories upon which our school board and schools are located. Today, this area is home to many Indigenous peoples from across Turtle Island. We acknowledge that the Durham Region forms a part of the traditional and treaty territory of the Mississaugas of Scugog Island First Nation, the Mississauga Peoples and the treaty territory of the Chippewas of Georgina Island. It is on these ancestral and treaty lands that we teach, live and learn.

This statement was co-created in partnership with the Mississaugas of Scugog Island First Nation and the Chippewas of Georgina Island.

Organizational Relationship:

Reports to the Superintendent of Equitable Education

Summary:

Provides administrative, clerical, and logistical support to the Superintendent of Education to ensure efficient departmental operations. Coordinates special assignments and provides guidance to staff on administrative procedures and corporate policies.

Accountabilities:

PROVIDE SUPPORT TO SUPERINTENDENT:

• Support the daily operations and maintenance of the department, including planning and coordination.
• Provide administrative and logistical support to coordinate the Superintendent’s calendar, meetings, conference calls, workshops, events, and special projects.
• Respond to inquiries from trustees, administrators, staff, teachers, parents, and other stakeholders, ensuring requests are directed appropriately and addressed in a timely manner.

LIAISE WITH INTERNAL AND EXTERNAL STAKEHOLDERS:

• Establish and maintain effective working relationships with DDSB employees, external partners, and the public.
• Liaise with Superintendents, senior administration, Ministry of Education representatives, school administrators, and other departments on issues, concerns, and projects.
• Collaborate with stakeholders to resolve issues and concerns and achieve effective outcomes.
• Coordinate responses, prepare correspondence, and ensure accurate and timely communication of information.

CONTRIBUTE TO BUDGET MANAGEMENT:

• Assist with the preparation and management of departmental operating budgets, including Area, Ministry, Portfolio, NTIP, and SSA budgets.
• Prepare reports and provide timely financial information to support discussion and decision-making.
• Process accounting transactions and reconcile expenditures to ensure accuracy.
• Manage inventory of departmental assets, resources, office supplies, and equipment, including sourcing supplies and processing invoices.

MANAGE INFORMATION AND DOCUMENTS:

• Research, prepare, track, update, and maintain departmental information, data, records, files, newsletters, meeting documentation, communications, website content, and records management systems.
• Prepare and distribute documents, presentations, and reports in accordance with established standards and requirements.

PROVIDE ADMINISTRATIVE SERVICES TO REGIONAL PORTFOLIOS:

• Assess resource and service needs and provide administrative support for new and ongoing projects.
• Collaborate with Ad Hoc Committees to review and update policies, procedures, regulations, and resource materials.
• Coordinate professional development training, symposiums, conferences, and events for internal and external stakeholders.

GUIDE CLERICAL SUPPORT STAFF:

• Provide guidance and support to clerical staff, including delegating assignments, establishing project priorities and timelines, and encouraging professional growth and development.

Skills and Knowledge:

• Understanding of basic accounting practices to support budget management.
• Ability to use standard office equipment such as personal computers/laptops, photocopiers, scanners, etc., and office automation software such as word processing applications, presentation software, spreadsheet or database packages within Google and Office 360 platforms, email systems, internet browsers, etc.
• Knowledge of relevant legislation, policies, and procedures relevant to the collection, recording, storage, security, distribution, and disclosure of information.
• Planning and organizing skills to organize, prioritize and, where applicable, delegate work activities.
• Supervisory skills including a demonstrated ability to effectively motivate and supervise staff.
• Exceptional written and oral skills to document and communicate contentious issues.
• Ability to collect, record, and maintain accurate, detailed, relevant, and logical notes, files, and information.
• Conflict Management and Resolution Skills.

Qualifications: