Temporary Office Supervisor

2 weeks ago

Burlington, Canada Halton District School Board Full time

**Position**: Office Supervisor - Director’s Office (under review)

**Salary Range**: Band 4 - $ 33.43- $ 39.87 an hour + 4% vacation pay

**Location**: Director’s Office, J. W. Singleton Centre

**Work Schedule**: 35 hours/week, 12 months/year

**Effective Date**: As Soon As Possible - August 30, 2024

**Position Summary**:
Reporting to the Director of Education and Associate Director of Education, the Office Supervisor provides professional office administration and management support to the Director of Education and Associate Director in all administrative and operational matters, including scheduling, correspondence and communication with internal and external partners; monitoring and reconciliation of budgets and accounts; coordination and implementation of special Board events; and support for the Director’s Office day-to-day operations including assistance for the Board of Trustees. This position is also responsible for the supervision of the switchboard operator and reception staff.

As the front-line contact for the Director of Education and Associate Director, this role demands confidentiality, the ability to work independently to multi-task, prioritize and problem-solve, and manage matters in an efficient, tactful and supportive manner as a collaborative team player within the Board.

**Key Responsibilities**:
Coordination of day-to-day operational matters including scheduling meetings with internal and external groups (Ministry, parents, community groups, etc.); related arrangements; managing and coordinating online calendars

The development and management of written materials including correspondence, reports, committee agenda and materials; and confidential reports as required by the Director/Associate Director

Monitoring and maintenance of budgets and tracking of spending trends for accounts within the Director’s and Associate Director’s office including reconciliation of departmental expenses, cheque requisitions, deposit of cheques/cash, creation of purchase orders, reimbursement submissions, and monitoring of mileage/expenses for Director/Associate Director

Supervision and coordination of switchboard operator and reception staff

Maintenance of all office equipment, files and records for effective functioning of office

Directs and responds to all internal and external communications, inquiries, and concerns pertaining to the Director and Associate Director

Development, coordination and implementation of system-wide special events including Student Excellence, Inspire Awards, staff meetings, fundraising efforts for corporate staff

**Qualifications**:
College Diploma or Degree in Business Administration, or related field.

Minimum of four (4) years of office administration experience in a complex multi-union and public-sector environment. Prior experience in a School Board setting is an asset.

Understanding of general finance and accounting principles.

Ability to maintain the highest level of confidentiality while providing administrative support.

Excellent managerial and organizational skills with an ability to multitask.

Strong oral and written communication skills.

High emotional intelligence and strong interpersonal skills.

Customer service focused.

Self-motivated; innovative.

Highly effective time management skills with the ability to prioritize workload.

Strong problem solving abilities.

Ability to work independently and interdependently as part of a collaborative team.

Familiarity with understanding and interpreting Board Policies and Administrative Procedures.

Familiarity with current educational issues, curriculum, and program at the local and provincial level, including Ministry of Education initiatives is an asset.

Oral language proficiency in more than one language is an asset.

**Job Category**: MASS (Management & Professionals)/OCTU - Job Code # 3668229

First consideration for posted vacancies will be given to qualified applicants from the employee group in which the vacancy occurs.

**Equity**:
The Halton District School Board recognizes that, consistent with the United Nations Declaration on the Rights of Indigenous Peoples (UNDRIP), the Ontario Human Rights Code and the Canadian Charter of Rights and Freedoms, employment practices and procedures at all levels should reflect, demonstrate understanding of and respond to a diverse population. The Board is committed to providing a workplace environment that is fair and equitable to all.

In our efforts to ensure an inclusive, diverse and representative workforce, we will:
value, promote and encourage the hiring of staff from under-represented communities;
grant first consideration, where the skills, ability, and qualifications of the applicants are relatively equal, to applicants who self-identify as members of historically under-represented communities. Where a collective agreement or terms and conditions govern the hiring or promotional process, this will be done in a manner that is consistent wit

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