Administrative Support

3 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) - Electronic Services**:
**Requisition ID**: 8905

**Hours Per Week**: 35

**Position**: Existing

**FTE**: 1

**Department**: Electronic Services

**No Months Per Year**: 12

**Position Status**: Permanent

**Employee Group**: Unifor

**Rate of Pay**: $42,132 - $59,712

**Posting Closing Date**: 9/13/24

Edmonton Catholic Schools is seeking an Administrative Support 5 to support in the Electronic Services department. The Admin Support 5 - Electronic Services manages and coordinates a range of administrative support for Electronic Services. This job assists Supervisors, Department Managers, Directors and Technicians with a wide range of activities related to administrative processes. Key responsibilities include management of access control components, monitoring security and fire systems, inventory management, records management, work order processing, timesheet processing, OH&S components including Field Level Hazard Assessments processing and weekly PowerPoint preparation. The job generates a variety of reports including security system activities, fire system deficiency, fire system inspection logs, inventory reorders, various inventory reports, Field Level Hazard Assessment logs, projects progress and costs.
As first line of contact for the Department, the incumbent receives all calls and electronic inquiries, determines what is required and completes or directs accordingly. For urgent or emergency problems/situations, the appropriate Supervisor is immediately notified while dispatching staff to handle the issue.
To support the various program areas, the incumbent must have general knowledge of procurement, warehouse, project management and financial services policies and procedures, as well as extensive inventory management and intrusion and fire system knowledge.

1. Communication Support
- Respond to inquiries, addresses issues and resolves problems
- Respond to calls about building access and classroom problems
- Determine the urgency of the problem and dispatch a staff member or contractor to the site
- Follow up with Maintenance Services to ensure problem has been addressed
- Liaise with other departments to share/exchange information on inventory and purchase order matters
- Interprets and clarifies department, Division financial policies and procedures to respond to inquiries
- Interprets and clarifies department, Division procurement policies and procedures to respond to inquiries

2. Work Order Support
- Enter data and maintain tracking system for upgrades and Government of Alberta funded projects
- Print and distribute copies to the respective Supervisor, Maintenance Services
- Verify costs coded to work orders are complete and compatible to expected estimates and scope of work
- Provide information to Site Administrators and resolve problems on use of the electronic work order system
- Communicate with Site Administrators on the status of work orders
- Provide office-based support to Electronic Supervisors and other Field Operatives
- Research work order history and clarify with originator where scope of work is unclear
- Receive calls from Sites and other customers and provide updates on work orders
- Address urgent situations by creating a work order and following up with supervisors and/or managers, dispatching immediately if requested

3. Site Security Support
- Continually monitor Outlook, IT Service Portal and Cayenta for inquiries throughout the day
- Maintain database and electronic files of Division staff, contractors, and lessees fob and key access and their respective associated Site
- Maintain database of Division staff, contractors, and lessees alarm codes and their respective associated Site
- Protect integrity and security of properties, through ensuring access only to authorized personnel
- Distributes fobs and keys for access control for entire Division including staff, contractors, and lessees
- Receives, logs and disposes returned fobs and keys. Logs lost or stolen fobs and keys
- Communicate changes to alarm monitoring company that affect after hours emergency response
- Communicate changes to supervisors and contractors regarding alarm code and expiration dates
- Prepare, communicate and distribute site security documentation and information to site and staff
- Extract, edit, and print reports from the DLS Security System Software upon request
- Handle alarm change requests within Outlook, IT Service Portal and Cayenta Work Request Self Service
- Monitor guard reports and investigate alarm incidents
- Monitor missing key box keys
- Follow up with traces and notify sites of lapse in security protocol

4. Financial Support
- Clarify cos

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