Facilities Clerk/administrative Support Position

2 weeks ago

Edmonton, Canada Edmonton Academy Full time

**Edmonton Academy Overview and Job Opportunity**

Established in 1983, Edmonton Academy is an Alberta Education Designated Special Education Independent School serving students with specific learning disorders. Our mission is to provide high-quality, specialized education to foster students' academic, social, and emotional growth.

We are a small but growing school seeking a **Facilities Clerk/Administrative Support** to join our team. This versatile role supports administrative and facility operations, ensuring a safe and welcoming environment for students, staff, and visitors.

**Key Responsibilities**
- Assist with school operations, including administrative and facilities tasks.
- Contribute to the smooth functioning of our school community.

**What We Value**
We recognize our support staff as essential team members and require strong organizational skills, adaptability, and a commitment to excellence.

**Key Responsibilities**:
**Administrative Support**
- Manage and maintain records for facilities management or administrative tasks in digital or hard copy formats.
- Answer phones, direct visitors, and assist school administrators with correspondence and document preparation.
- Process incoming/outgoing mail and assist with deliveries.
- Create and distribute letters, forms, and other correspondence as needed.
- Comply with and support school policies and procedures.

**Student and School Support**
- Track and update student records, registrations, and documentation while ensuring data privacy.
- Assist with Alberta Education grants and initiatives as needed.
- Support hot lunch as needed.
- Maintain confidentiality of all student, resident, and personnel information while creating or using related documents.

**Creative and Fundraising Support**
- Create signage and help with the updating of bulletin boards throughout the school.
- Support PAC (Parent Advisory Council) fundraising initiatives.

**Purchasing and Inventory Management**
- Assist with purchasing, tracking, and inventory of school materials and supplies.

**Cleaning and Maintenance**
- Perform routine cleaning tasks, including
- Cleaning and disinfecting desks, chairs, tables, washrooms, microwaves, fridges and common touch surfaces.
- Dusting, mopping, sweeping, vacuuming, and waxing floors.
- Cleaning windows, walls, doors, lockers, and counters.
- Regularly collect and dispose of garbage and recycling.
- Respond to emergency cleanups promptly.
- Respond to request for keeping entrances free from ice, snow, and other hazards.
- Maintain cleaning equipment.

**Preventative Maintenance and Repairs**
- Conduct routine inspections to identify and address maintenance needs.
- Perform preventative tasks such as tightening furniture, replacing light bulbs, and minor repairs.
- Use hand and power tools for general maintenance. Light painting/touch up duties.
- Store supplies and equipment in designated areas.

**Building Security and Safety**
- Conduct scheduled security/safety checks and ensure buildings are locked and secured at shift end.
- Maintain a safe environment by adhering to Occupational Health & Safety and WHMIS standards.
- Use appropriate signage (e.g., wet floor signs) and report any injuries or hazards immediately.
- Support emergency preparedness and participate in safety drills.

**Vendor Coordination and Supply Management**
- Coordinate with external vendors for repairs, maintenance, and service requests.
- Track and order supplies for building maintenance and facility operations.
- Receive, label, and inventory incoming supplies.

**Event Support**
- Assist with planning and executing school events, including facility setup and logistics.

**Communication and Coordination**
- Communicate with staff to ensure effective completion of daily cleaning and maintenance tasks.
- Liaise with contractors and maintenance personnel for repairs and renovations.
- Provide updates to school administration on facility-related issues and project progress.

**Compliance and Standards**
- Act as the chair/committee lead for Occupational Health and Safety
- Ensure facilities comply with health and safety regulations and school policies.
- Regularly monitor safety standards to maintain a secure environment for students and staff.

**Additional Responsibilities**
- Perform other duties as assigned by supervisors or school administrators.
- Support school operations by adapting to various administrative and maintenance-related tasks as needed.

**Qualifications**:
**Education**:

- High School Diploma
- Computer Literacy Training, including Microsoft Office Suite and Google Drive
- WHMIS certification (asset)
- Occupational Health & Safety Experience (asset)
- First Aid certification (asset)
- Valid Alberta Driver’s License and Personal Vehicle

**Skills and CompetenciesInterpersonal and Professional Skills**
- Demonstrates initiative, good judgment, and will participate in a supportive role and team member of a school environment.
- Strong comm

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