Executive Assistant

2 months ago

Winnipeg, Canada PEMBINA TRAILS SCHOOL DIVISION Full time

**EXECUTIVE ASSISTANT TO THE ASSISTANT SUPERINTENDENT OF PERSONNEL & EDUCATION SERVICES**

**START DATE: As soon as possible**

Position Title: Executive Assistant to the Assistant Superintendent of Personnel & Education Services

Department: Human Resources

Reports To: Assistant Superintendent of Personnel & Education Services

Union Status: Out of Scope

Location: Administration Office

Hours: Regular Full-Time (7.25 hours per day)

Annual Salary Range: $37.89 - $43.26 depending on qualifications

Language Requirement: English

Job Description Reviewed: September 2024
- **Purpose of Position**_

This Executive Assistant provides support to the Assistant Superintendent: Personnel & Education Services in all areas of their portfolio.
- **Key Responsibilities**_
- Duties include, but are not limited to, the following:_
- Prepares and ensures distribution of notices, agendas, minutes of meetings and Board reports established under the jurisdiction of the Assistant Superintendent, as well as any reports those committees may produce. Posts required documents to eSCRIBE and any other software that the Division may introduce.
- Works with Principals and Assistant Superintendent in deploying teachers and clinicians.
- Prepares hiring packages, including contracts, for new or returning teachers.
- Liaises with the Learning Information Technology Department to onboard new or returning teachers.
- Supports administration of teacher leaves within the framework of Pembina Trails Teachers Association Collective Agreement.
- Maintains accurate and detailed information regarding teaching staff allocations.
- Surveys and compiles teacher intentions for staffing purposes.
- Assists in the preparation of the annual staffing report, including preparing the Divisional staffing allocation package.
- Works closely with the Payroll Department and the Secretary Treasurer’s Department on all matters relating to staff changes.
- Ensures the monthly reconciliation of HR and payroll data.
- Compiles demographic statistics for teaching staff and creates visual presentations.
- Coordinates the Division’s New Teacher Orientation program and the Teacher Leadership Development program.
- Prepares documents relating to student enrolment and projection data.
- Coordinates the completion and delivery of various information required by the Department of Education.
- Screens telephone calls, answers inquiries, re-directs calls where applicable, and greets visitors.
- Arranges appointments and coordinates meetings and all associated details.
- Maintains the on-line calendar and the filing system for the Assistant Superintendent.
- Responds and retrieves information requested by the school administration, staff, trustees, and the public.
- Maintains up-to-date paper and electronic personnel files.
- Performs other duties as may be assigned to support the efficient operation of the Assistant Superintendent’s portfolio.
- **Skills and Qualifications**_

Skill and Knowledge - Required:

- Grade 12 education or GED and administrative training and a minimum of five years administrative assistant experience in positions of increased responsibilities in a multi-person office environment or an equivalent combination of skills and experience.
- Minimum typing speed of 50 wpm.
- Always maintains strict confidentiality.
- Exercises initiative and sound judgment and acts resourcefully to varying and emergency situations.
- Strong interpersonal and public relations skills.
- Strong organizational and time management skills, with the ability to work under pressure, multi-task and prioritize.
- Ability to work both independently and in a team environment.
- Excellent oral and written communication.

Skill and Knowledge - Desired:

- Experience in a large urban school division.
- Ability to communicate in both official languages, oral and written.
- **Conditions of Employment**_
- Police Information Check
- Child Abuse Registry Check
- Completion of Commit to Kids or Respect in Schools training
- Completion of Pembina Trails School Division Workplace Safety Training
- Successful completion of testing
- **Working Conditions & Physical Demands**_
- Work is in an office environment.
- May require long periods at a desk, reading of lengthy documents, and time in front of a computer.

Pay: $37.89-$43.26 per hour

**Education**:

- Secondary School (preferred)

Work Location: In person

Application deadline: 2024-09-20

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