Administrative Assistant

5 days ago

Calgary, Canada Palliser School Division Full time

Temporary Part-Time Administrative Assistant
**Location**: CIS-Omar Bin Al-Khattab Campus
**Anticipated Start Date**: October 1, 2024 (or date mutually agreeable)
**End Date**: June 26, 2025
**Assignment**: Administrative Assistant
**FTE**: Temporary Part-Time (1210 annual hours)

**Benefits**:
Alberta School Employee Benefit Plan (ASEBP) coverage (as per collective agreement).
**Administrative Support**:
Ensures provision of reception service to telephone and counter callers, relays messages, and makes appointments and supplies factual information, including basic school policy and procedures. Maintains inventories and distributes requisitions for supplies and services. Distributes office supplies.
Schedules conference and meeting rooms. As required, may assist with bookings, arranges transportation, processes release forms, permission slips, and notices according to established procedures for field trips.
Maintaining office files, wall charts, bulletin boards, etc. Responsible for the production of school newsletters, and teacher/ student handbooks/agendas.
Processes and verifies school staff absentee and vacation records for the school according to established procedures. Prepares reports and summaries as requested by the Principal. Completes work relating to the student information system.
Assigns duties applicable to the recording and processing of attendance information, and the telephoning of parents to verify attendance. Assists in maintaining accurate school enrolment records by processing changes to personal data, class lists, and additions and deletions to the school. Compiles reports and summaries as necessary.
Ensuring data relating to the Student Information System (SIS) is accurately entered.
Assigns duties applicable to the documentation and maintenance of school and student files. Ensures processing of student records. Requisitions cumulative records. Records promotion information, student registration, etc. and files test results, and reports dealing with social and personal problems. Forwards cumulative record folders as required.
As required, coordinates the processing and preparation of electronic report cards. May involve the distribution, collection, and verification of mark-gathering documents and the coordination of processes for preparation of report cards.

**Qualifications**:
Post-secondary diploma in a recognized administrative assistant program (i.e. Administrative Information Management Diploma or equivalent)
Three to five years related administrative support experience in an office environment
Experience with standard accounting software programs
Experience with “Edsembli or PowerSchool”, “SIRS” and “KEV”
An equivalent combination of directly related post-secondary education and directly related experience may be considered.
**Demonstrated Skills and Competencies**:
Strong knowledge of office / records management
Supervisory experience an asset
Strong data entry skills with an emphasis on accuracy
Ability to multi task and work with continuous interruptions
Effective leadership, coaching and supervisory skills
Exceptional customer service orientation
Strong time management, prioritization, multitasking and organizational skills
Strong ability to adapt and manage change
Strong interpersonal and strong verbal, listening and written communication skills combined with the ability to speak with confidence
Strong conflict management skills
Ability and success in building productive relationships with co-workers, staff and other internal and external stakeholders
Professionalism, tact, courtesy and diplomacy skills
Ability to deal with sensitive and discretionary matters and maintain strict confidentiality
Strong problem solving and strong decision-making skills
Use of appropriate judgement in a framework of generally established methods, protocols and procedures
Ability to work independently under general supervision
In order to maintain a safe and secure working environment, applicants new to The Palliser School Division must provide:
Criminal Record Check, including vulnerable sector check from Local Police Service or RCMP detachment;
Social Insurance Number (SIN) card or document issued by Service Canada; SIN card/document must be in current legal name. Name on SIN card/document must match your Government Issued ID and Criminal Record Check;
Government issued ID - valid driver's license, valid passport or Nexus card.
Cover letter directed to Moussa Ouarou, Principal, Omar Bin Al-Khattab Campus ;
Resume summarizing training and experience;
Minimum of three professional references.
Mr. Jason Kupery, Director
Palliser School Division

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