Administrative Support

6 months ago

Edmonton, Canada Edmonton Catholic Schools Full time

Edmonton Catholic Schools is a large urban school division whose mission is to provide a Catholic education that inspires students to learn and that prepares them to live fully and to serve God in one another. The Division is comprised of over 44,000 students and 5,000 employees in 95 schools plus other sites.

**Administrative Support (5) Floater**:
**Requisition ID**: 7565

**Hours Per Week**: 35

**Position**: New

**FTE**: 1

**Department**: Office Support Staff Replace

**No Months Per Year**: 10

**Position Status**: Temporary

**Employee Group**: Unifor

**Rate of Pay**: $34,590 - $49,020

**Posting Closing Date**: 9/1/23

The primary purpose of this Admininistrative Support (5) Floater position is to act as a division wide support at different schools on an as needed basis. The individual is required to perform a range of reception, procedural, office support and financial functions. The primary function is to provide administrative coverage for Administrative Supports within the Division. The Administrative Support (5) Floater must be self-managed and flexible.

**Responsibilities**:

- Handles all accounting activities within the school
- Maintains and updates various accounts, reports, ledgers and records; assigns coding associated with a school or decision unit; monitors cheque issuance; reclaims cash reimbursements
- Receives, sends, verifies and prepares invoices, cheque requisitions, enters amounts into general ledger using proper codes; sends to Financial Services for payment
- Prepares bank deposits for pickup; balances bank statements; collects money; issues receipts
- Completes month end reports; GST reports; ad hoc reports as requested
- Assists principal with setting up the school budget
- Collects bus pass money and submits to Transportation Services
- Reviews staff purchasing card transactions; codes into proper accounts; reconciles purchasing card accounts
- Creates and registers all new students using an electronic student records system; obtains information from prior school or school district; maintains record of outgoing students and ensures records are transferred to new school; makes changes to student information when necessary
- Collects attendance slips and inputs attendance into the system; contacts parents regarding student absences; prints weekly attendance sheets for teachers; produces month end attendance reports
- Prepares and retrieves reports (i.e. student timetables, class and unit lists, student progress reports, medical reports; classroom attendance reports; etc.)
- Ensures the accurate data entry for all student records, student courses, scheduling and data transfers to Alberta Education; inputs marks into the system
- Prints report cards; designs and produces student awards and certificates
- Assists the principal with developing the master timetable and class listsCoordinates all inquiries, issues and information arriving at the office
- Answers the telephone and responds to general inquiries; redirects calls and/or records messages
- Attends to students requiring medical attention and telephones parents when necessary
- Greets visitors to the office; provides information on school and district policies and procedures
- Sells bus passes and supplies to students
- Receives, sorts and distributes a variety of information received by mail, fax or courierSchedules appointments for the principal and assistant principal; may be required to record notes in meetings
- Orders instructional materials for teachers; photocopies materials; coordinates with Printing Services for the production of bulk materials
- Books appointments for parent-teacher conferences
- Coordinates book fairs, fund raising activities, school photos, and other special events as required
- Books venues and buses for field trips, maintains permission forms
- Arranges for substitute teachers using an electronic placement and attendance management system
- Troubleshoots software issuesCoordinates mail-outs and public relations activities for the school (i.e. open houses, newsletters)
- Creates materials using desktop publishing tools (i.e. posters, ads, etc.)
- Creates, collects forms and maintains records system
- Composes, types and format letters, newsletters, handbooks, daily bulletins, etc.
- Orders supplies and maintains an inventory of supplies for the office
- Supervises subordinate office staff
- Maintains records management systems
- Arranges for office equipment repairsParticipates in team meetings
- Assist office staff during peak periods
- Assists with special events and projects
- Provide back up to office staff
- Other duties as assigned

**Qualifications**
- High school, diploma in an area related to office administration, plus five years’ experience working in an educational-based setting with exposure to procedures, routines, and equipment
- Prior experience supervising office staff and planning workloads
- Knowledge of financial policies and procedures and an understanding of accou

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