23-35 Administrative Assistant

3 weeks ago

Chilliwack, Canada School District #33 (Chilliwack) Full time

23-35 March 9, 2023
Competition Number Date of Distribution

Effective: March 20, 2023

Description: Administrative Assistant - Neighborhood Learning Centre

Location: Neighbourhood Learning Centr

Hourly Rate: $25.35

2:45 p.m. to 6:45 p.m. Tues/Wed/Thurs

Hours per Day/Week: 4 hours per day /20 hours per week

Months per year: 12

Deadline Date: March 16, 2023

Qualifications, experience, training as per class specification. For further information, contact Mark Klassen, Manager of Facilities.

ADMINISTRATIVE ASSISTANT- Neighborhood Learning Centre

Division: 4 (Clerical)

Reports to: Manager of Facilities.

Job Summary:
The Neighborhood Learning Centre is a community hub that houses several District partnering agencies and facilitates a number of spaces used by both the District and its partners and acts as the Facility Rentals office for the District. With limited direction and supervision, the Administrative Assistant - Neighborhood Learning Centre, performs a wide variety of duties including clerical and administrative work, including set-up and technical support. The Administrative Assistant - Neighborhood Learning Centre, works with and provides assistance to, clients, employees, students, parents and the public.

Duties and Responsibilities:
Inputs and retrieves data on a facility booking and registration program

Produces forms, letters, brochures, reports, flyers, newsletters and other materials

Performs cash handling, bank deposits, including remittance payments, rental credits and invoicing to clients

Ability to acquire and maintain knowledge of the District Rentals Department in accordance with established Board Policies and Administrative regulations, the preparation of rental contracts, along with community supports and services provided by partnering agencies

Troubleshoot technical issues and speak publicly to and in front of large crowds

Ability to use discretion and judgment when dealing with sensitive or confidential information

Take meeting minutes

Plan and schedule work with other staff members, with the ability to reassess and re-priortize when necessary

Answers rental inquiries, schedules bookings and coordinates the use of rooms and services throughout the District for School District staff and the community

Gathers, maintains and processes information about event and room requirements

Provides training and support to District staff and Community School Coordinators, in the use of facility booking and registration software

Shipping and receiving of deliveries, including catering requirements; sorting and distributing mail

Maintains and orders building equipment inventory, including employee and community bulletin boards and display racks

Performing work of considerable variety and varying degrees of complexity

Liaises with custodial staff and provides weekly rental reports for review

Be available by District provided phone while on shift

Maintains and assigns building key/fob inventory

Provides emergency procedure back-up support in the event of an emergency

Performs other related duties as assigned

Administers First Aid when required

Equipment Used:
Computer, photocopier/faxing, telephone, paper cutter, projectors, sound systems, room thermostats, card access system, labeler, paper cutter, handheld

radios, calculator, laminator, point of sale machine and other office related equipment.

Physical Requirements:
Ability to repetitively lift up to 45 lbs

Ability to setup/take down room furniture multiple times per day for small and large rooms, including tables, chairs, stanchions and whiteboards

Ability to open and close movable classroom divider walls

Required Knowledge, Ability, Skills:
High school diploma plus additional office administration coursework of up to and including six months

Up to and including six months' experience in an office environment.

Keyboarding speed of 50 words per minute.

Training will be provided should the successful applicant not possess the below training; to be completed upon an agreed timeline
- A valid Occupational First Aid Certificate Level 1
- Food Safe Level 1 Certification
- Completion of 'Every Door is the Right Door Training'
- WHIMIS Certification
- Joint Occupational Health and Safety Training, to become a member of the NLC Health and Safety Committee
- Ability to attend additional training as required

Knowledge, understanding and experience in community rentals

Intermediate knowledge of Microsoft Office, word processing, Bookkeeping and Accounts Receivable skills Receivable skills

Strong technical ability to work with MAC and PC's for projector, wireless internet and sound system set-up for multiple users and the ability to trouble-shoot any concerns with connection

Valid BC Driver's License

Knowledge of District emergency procedures and protocols

Knowledge of Business English, punctuation, spelling and Business Math.

Ability to communicate courteously and effectively both verbally and in writing with staff,

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