Administrative Support

3 months ago

Edmonton, Canada Edmonton Catholic Schools Full time

Edmonton Catholic Schools is a large urban school division whose mission is to provide a Catholic education that inspires students to learn and that prepares them to live fully and to serve God in one another. The Division is comprised of over 44,000 students and 5,000 employees in 95 schools plus other sites.

**Administrative Support (4) - Financial**:
**Requisition ID**: 9065

**Hours Per Week**: 35

**Position**: Existing

**FTE**: 1

**Department**: St. Joseph H.S./St Joseph Online

**No Months Per Year**: 10

**Position Status**: Permanent

**Employee Group**: Unifor

**Rate of Pay**:

**Posting Closing Date**: 10/14/24

Edmonton Catholic Schools is looking for an Administrative Support - Financial to join the St. Joseph High School team

The Administrative Support 4 - Financial provides general assistance to the Business Manager in all facets of accounting performed within a high school. This includes supporting the implementation and administration of internal reporting systems to enhance timelines, reliability and relevance of reported information.

The job oversees the operation of the bookstore including supervision of students and volunteers. Because of the size of the school and diversity of programs offered the work is seen as being complex.

**JOB RESPONSIBILITIES**

Financial information
- Assists in budget preparation and management of financial data
- Maintains and updates various accounts, reports, ledgers and records
- Assigns coding associated with the school’s revenue and expenditures
- Acts as a contact for Financial Services including Accounts Payable, Accounts Receivable and School Accounting Units
- Completes month-end, GST and ad hoc reports

Financial activities
- Assists in activities related to Credit Earned Unit, Newcomers, ELL, Inclusive Education, International Students and FNMI funding
- Collects revenue generated through sales, fees and special events
- Issues receipts and performs initial revenue reconciliation
- Collects receipts for purchasing cards and codes into proper accounts
- Performs initial reconciliation on purchasing card accounts
- Balances bank statements and prepares bank deposits for pickup
- Monitors cheque issuance and reclaims cash reimbursements
- Receives, sends, verifies and prepares invoices and cheque requisitions
- Enters amounts into general ledger using proper codes; sends to Financial Services for payment

Bookstore activities
- Sells bus passes and supplies to students
- Creates and distributes student identification cards
- Ensures resources are up-to-date based on high school curriculum
- Advises students of damaged and missing textbooks
- Generates letters advising of fees

Office support
- Answers calls and responds to general inquiries; redirects callers or records messages
- Attends to students requiring medical attention and contacts parents
- Greets visitors to the office; provides information on school and Division policies and procedures
- Troubleshoots software issues
- Provides back-up to team during absence

School support
- Participates in team meetings
- Assist school staff during peak workloads
- Assists with special events, celebrations and projects
- Provides back-up to office staff during absences
- Assists with registration and year-end processes
- Other duties as assigned

**JOB QUALIFICATIONS**

**_ High School, plus a diploma in an area related to office administration, plus three years of related experience working in an educational-based setting with exposure to procedures, routines and equipment_**
- Knowledge of basic accounting, financial policies and procedures, electronic financial systems
- Awareness of Public Sector Accounting Standards
- Knowledge of Microsoft programs including Office 365, Word, Publisher, Outlook and Internet Explorer
- Knowledge of Freedom of Information and Protection of Privacy (FOIP) Legislation specifically related to student records management
- Knowledge of Workplace Safety and Occupational Health and Safety regulations
- Awareness of the curriculum and an understanding of Alberta Education policies, procedures and high school credit system
- General knowledge of the Division’s operations and the school’s programs
- Strong verbal and written communication skills (in the case of a language location, oral and written skills necessary for that particular location)
- Strong organizational and time management skills with the ability to balance conflicting priorities
- Strong teamwork skills with the ability to work independently
- Ability to work with numbers and attention to detail is required in all facets of the job
- Ability to develop and maintain contacts with school and Division staff and clients, requiring tact and courtesy
- Ability to perform complex tasks independently using considerable judgment
- Ability to use discretion and handle confidential information appropriately
- Strong teamwork skills and the ability to work independently

Edmonton Catholic Schools offers a co

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