Adminstrative Assistant School Based

3 months ago

Calgary, Canada Alberta Classical Academy Full time

Position Description

**Campus Administrative Assistant (AA)**

The Alberta Classical Academy is one of Alberta’s newest and fastest growing charter school districts. We offer an academically rigorous liberal arts education focused on developing “the knowledge, virtues, and habits befitting free citizens.” Among the School’s distinct features are a smartphone-free environment; its embrace of traditional pedagogy and teacher-led classrooms; a knowledge-rich curriculum centered on classical and enduring works of literature, philosophy, and art; a focus on character and the nurturing of virtues; a culture of friendship and leisure (scholē); and an explicit commitment to the pursuit of truth, beauty, and wisdom. In the 2024/25 school year, we will serve approximately 1250 students in grades K-9 across three campuses, two in Calgary and one in Edmonton.

**Position Summary**

Reporting to the Principal Educator, the campus Administrative Assistant performs duties to establish and support the smooth and efficient operation of the campus.

**Position Functions and Responsibilities**
- Finance Functions (Campus Finances)
- Maintains accurate record of the campus budget
- Codes campus financial transactions to be filed with Central Office
- Invoices, tracks and codes campus-based fees
- Prepares bank deposits and reconciles campus-based accounts
- Track, invoice and reconcile School Council and casino funds
- Collects and accounts fees for campus field trips
- Provide accurate and timely financial reports to the Principal Educator as requested (e.g. monthly), prepare adjustments as required;
- Maintain accurate records of school/ project expenditures and revenues for school generated funds including Discretionary, Staff PD, Learning
- Manage collection / refunding of school fees
- Manage purchasing/receiving process for ordering and receiving of supplies, furnishings, curricular materials, and equipment
- Prepare annual receipts for Child Fitness Tax Credit if applicable.
- Purchasing
- Orders and receives furnishings, curricular materials, equipment and other curricular based supplies
- Client Relation Functions/PowerSchool (SIS)
- Coordinate and manage registration process
- Student Information System Support (SIS))

i. Provide support for Powerschool (SIS) users.

ii. Import students from other campuses

iii. Create accounts for course selection

iv. Assists with course enrollment, corrections and withdrawals

v. Build schedules, calendar and class timetables

vi. Submit and/or run mark reports, report cards

vii. complete year-end check list
- Coordinate and manage all Alberta Education and other Government Reporting

i. The AA, on behalf of the Principal Educator, acts as Liaison between the school and Alberta Education. Tasks may include:
1. 1. Compile and submit all reports as required (e.g. Class-size report)

2. Submit provincial achievement test / diploma exam registration files.

3. Submit diploma/non-diploma mark reports, out of province evaluations, mark correction files.

4. Transcript Updates

5. Manage changes, updates, corrections of student records on PASI

6. Set up all exam writing sections in PASI
- Process student and course withdrawals
- Facility Management Functions
- Manage inventory of campus furniture and equipment; recommend maintenance, replacement and surpluses of furniture and equipment
- Maintain records of campus keys
- Process maintenance requests referring facility issues to custodians and/or Director of Facilities.
- Inputs maintenance requests into Fame software
- Coordination and communication of duties with the following:
i. Director of Facilities

ii. Custodial Staff
- Point of contact for snow removal and landscaping
- Technology Management Functions
- Technology Management
- Manages the Student Information System
- Attends to the following specific functions:

- Alberta Education submissions
- Liaison with Technology Services
- Family login support for parents
- General Support Functions
- Implement annual start-up and shut-down
- Manage substitute teacher usage, booking of subs as well as the payroll entry
- Building Support Staff Calendars
- Coordinate staff, student & parent surveys
- Logistics & organizational support for school events (e.g. learning conferences, farewell celebrations, graduation ceremony & banquet)
- Other duties as assigned

**Qualifications**

**Education**:
▪ High School diploma required

▪ Post-secondary diploma or certificate in business administration or finance preferred

**Desired Experience and/or Training**:
▪ Previous experience in financial management (budgeting, banking, tracking expenses, fee collection, ordering)

▪ Previous experience within a school office environment

▪ Familiarity with Student Information Systems

▪ Strong interpersonal skills working with students, parents and staff.

▪ Leadership skills.

▪ Strong organizational skills.

▪ Capable of taking initiative and working independently.

▪ Flexib

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