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Clerical - Custodial/community Use Coordinator

5 months ago

Saanichton, Canada School District #63 (Saanich) Full time

**District Overview***

Driven by our goal of having students thrive in their personal achievements, Saanich Schools provides challenging and engaging educational programs within a safe and nurturing learning environment for the 8,000 students who live and learn here. Our school district is comprised of 18 schools with the singular focus of delivering high quality education so our students can realize their personal goals which include post-secondary and employment opportunities around Canada and the world. Our staff of over 1,300 caring professionals are here to make dreams turn into reality.

**Current Shift**:8:00am
- 3:41pm Monday to Friday

(Includes 1/2 hour unpaid lunch)12 months per year while regular classes are in session

Additional minutes per day are included in the **‘Current Shift’ **schedule above, which staff are expected to work daily in lieu of the spring break closure week in order to allow employees in continuing and temporary assignments to be paid their regular pay during the spring closure week as per Letter of Understanding-Spring Closure Week.

**Pay Rate**:$28.65 (July 1, 2023 rate)

**JOB DESCRIPTION**

**POSITION***

Clerical - Custodial and Community Use Coordinator

**SUMMARY**

Under direction of the Manager of Custodial and Community Services, performs administrative and financial duties to support the Custodial and Community Use department.

**DUTIES***
- Administrative Duties_
- Answers, screens and refers inquiries or takes messages by telephone or in person and consults with district staff, other professionals and outside agencies as appropriate
- Communicates and liaises with outside agencies, organizations and other related professionals
- Designs and produces complex documents (e.g. newsletters, posters, flyers, brochures, handbooks, presentations)
- Produces and files confidential reports and correspondence
- Matches Community Use clients with most suitable facility
- Coordinates and prepares work orders for Custodial Fob access and daycare security codes
- Coordinates Facility Monitors and/or custodians for functions
- Receives replacement requests and assists with daily custodian dispatch/staffing
- Informs schools and appropriate staff of daily custodian absences and replacements
- Participates in initiatives to improve departmental systems, processes, procedures and workflow
- Financial Duties_
- Prepares purchase orders and check requests
- Codes invoices to correct G/L account
- Monitors and reports on departmental budget information
- Maintains and reconciles a petty cash fund
- Reviews and processes employee reimbursements and mileage claims
- Coordinates and monitors operating rental agreements, including liaison with municipalities and recreation centres
- Prepares invoices for, and collects and monitors, rental payments using Booking software (e.g. Rycor)
- Reconciles Community Use revenue on a quarterly basis
- Receives records and prepares daily deposits
- Maintains electronic and manual records for staff attendance
- _Performs other assigned duties that are within the area of knowledge and skills required by the job description._

**QUALIFICATIONS**
- Grade 12
- Diploma in Business Administration
- Working knowledge of word processing and spreadsheet products
- Working knowledge of Accounting and Attendance Management systems
- Three years’ related experience
- Valid B.C. Class 5 Driver’s license
- Minimum word processing speed 60 W.P.M.
- _Or an equivalent combination of training and experience._

**DESIRABLE SKILLS**
- Basic knowledge of district policies and procedures
- Demonstrated effective interpersonal and communication skills and customer service skills
- Demonstrated ability to use conflict resolution strategies in order to maintain a positive, productive and professional approach at all times

**To Apply*