Secretary - Facilities Services (Permanent)

2 weeks ago


Ontario, Canada York Catholic District School Board Full time

YORK CATHOLIC DISTRICT SCHOOL BOARD

Secretary - Facilities Services

Exempt Level 2B (Salary $55,558 - 58,554 per annum)

**Position Summary**:
Under the direction of the Manager, Facilities Services Unit, the Secretary, Facilities Services performs various clerical duties to assist and support the department.

**Major Responsibilities**:
Perform various administrative support tasks for the Facilities Services Department including answering calls, managing multiple file systems, scheduling various meetings, preparing agendas, as well as maintaining and updating information and prepare documents and letters.

Prepare purchase requisitions for custodial equipment and CCTV equipment purchases as well as contracts for grass cutting. Reconcile invoices and complete goods receipt for all purchase orders.

Order supplies for the printer in Plant and Permits as well as enter and process work orders for the Facilities Services Department.

Maintain equipment inventory at all locations tracking the movement of equipment as well as complete annual survey.

Prepare Custodian training attendees, sign in sheets and paperwork for custodial course reimbursements.

Update and maintain Fire Safety Plans spreadsheet. Annually, update the Audit of Human Resources page of Fires Safety Plan for any school receiving a new principal and/or custodian.

Respond to inquiries pertaining to custodial, contract services and operational issues.

Review P-Card statements and verify invoices for Swish & Mr. Chemical as well as enter custodian mileage reimbursement in TRIP for payment.

Review monthly and daily security monitoring reports. Review daily monitoring reports and follow up with school or board personnel to ensure system is operational. Review daily guard reports for negative trends of dispatch and flag issues for Manager to review. Review monthly fire alarm reports to ensure all schools have completed the mandatory fire alarm test. Communicate to Manager the schools that have not received a monthly fire alarm test.

Notify monitoring company with changes to custodial staff, administrators and daycare on school sites. Oversee the administration access card requests and changes.

**Qualifications and Experience**:
Administrative Assistant courses or certificate.

1 to 2 years of previous work experience.

**Skills and Competencies**:
Excellent verbal and written communications skills.

Well organized and attentive to details.

Able to multi-task and manage a varied workload.

Solid working level knowledge of Microsoft Office and Google Suite.

Knowledge of SAP and eBase is an asset.

Commitment to Equity

YCDSB is an equal opportunity employer committed to providing an environment of diversity and employment equity and is dedicated to creating a workplace culture of inclusiveness that reflects the diverse communities that we serve.

We are proud to have built a culture that thrives on idea-sharing and collaboration, always finding ways to continue to create a warm, welcoming and inclusive work environment. We are committed to being an equitable employer, providing an inclusive environment for a diverse workforce, including but not limited to, women, persons with visible and invisible disabilities, Indigenous persons, and ethnic visible minorities.

Accessibility

Vulnerable Sector Screening

Mission Statement

Guided by Gospel Values and Catholic Virtues, in partnership with home and Church, we educate and inspire all students to reach their full potential in a safe and caring environment.

Vision Statement

Our students will become creative and critical thinkers who integrate Catholic Values into their daily lives, as socially responsible global citizens.

Catholic Education Centre

320 Bloomington Road West, Aurora, Ontario L4G 0M1 - (905) 713-1211

Frank Alexander Domenic Scuglia

Chair of the Board Director of Education


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