Casual - Administrative Support

5 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.

**Casual - Administrative Support**:
**Requisition ID**: 8299

**Hours Per Week**: Ranges

**Position**: New

**FTE**: Varies

**Department**: Office Support Staff Replace

**No Months Per Year**: 10

**Position Status**: Casual

**Employee Group**: Non

**Rate of Pay**:

**Posting Closing Date**: 3/5/24

**Responsibilities**:

- Answers the telephone and responds to general inquiries; redirects calls and/or records messages
- Attends to students requiring medical attention and telephones parents when necessary
- Greets visitors to the office; provides information on school and district policies and procedures
- Sells bus passes and supplies to students
- Receives, sorts and distributes a variety of information received by mail, fax or courier
- Handles all accounting activities within the school
- Maintains and updates various accounts, reports, ledgers and records; assigns coding associated with a school or decision unit; monitors cheque issuance; reclaims cash reimbursements
- Receives, sends, verifies and prepares invoices, cheque requisitions, enters amounts into general ledger using proper codes; sends to Financial Services for payment
- Prepares bank deposits for pickup; balances bank statements; collects money; issues receipts
- Completes month end reports; GST reports; ad hoc reports as requested
- Assists principal with setting up the school budget
- Reviews staff purchasing card transactions; codes into proper accounts; reconciles purchasing card accounts
- Creates and registers all new students using an electronic student records system; obtains information from prior school or school district; maintains record of outgoing students and ensures records are transferred to new school; makes changes to student information when necessary
- Collects attendance slips and inputs attendance into the system; contacts parents regarding student absences; prints weekly attendance sheets for teachers; produces month end attendance reports
- Prepares and retrieves reports (i.e. student timetables, class and unit lists, student progress reports, medical reports; classroom attendance reports; etc.)
- Ensures the accurate data entry for all student records, student courses, scheduling and data transfers to Alberta Education; inputs marks into the system
- Updates report cards electronically
- Designs and produces student awards and certificates
- Assists the principal with developing the master timetable and class lists
- Coordinates all inquiries, issues and information arriving at the office
- Schedules appointments for the principal and assistant principal; may be required to record notes in meetings
- Orders instructional materials for teachers; photocopies materials; coordinates with Printing Services for the production of bulk materials
- Books appointments for parent-teacher conferences
- Coordinates book fairs, fund raising activities, school photos, and other special events as required
- Books venues and buses for field trips, maintains permission forms
- Arranges for substitute teachers using an electronic placement and attendance management system
- Troubleshoots software issues
- Coordinates mail-outs and public relations activities for the school (i.e. open houses, newsletters)
- Creates materials using desktop publishing tools (i.e. posters, ads, etc.)
- Creates, collects forms and maintains records system
- Composes, types and format letters, newsletters, handbooks, daily bulletins, etc.
- Orders supplies and maintains an inventory of supplies for the office
- Maintains records management systems
- Arranges for office equipment repairs

**Qualifications**
- High school, diploma in an area related to office administration, plus five years’ experience working in an educational-based setting with exposure to procedures, routines and equipment
- Prior experience supervising office staff and planning workloads
- Knowledge of financial policies and procedures and an understanding of accounting principles
- Working knowledge of the electronic financial system, electronic student records system, electronic staff attendance and placement system and other databases
- 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 an awareness of Occupational Health and Safety regulations
- Awareness of the curriculum and an understanding of Alberta Education policies and procedures General knowledge of the district’s operations and programs
- Advanced verbal and written communication skills (in

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