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Administrative Assistant to the Controller of Facilities Services
2 months ago
We are seeking a highly organized and dynamic Administrative Assistant to support the Controller of Facilities Services in our Catholic Education Centre in Welland, ON.
This is a full-time, permanent position that requires exceptional communication and customer service skills, as well as the ability to prioritize tasks in a fast-paced environment.
Key Responsibilities- Assist in the coordination of planning and arranging in-services
- Follow-up on items delegated to ensure timelines are met
- Preview reports and correspondence being submitted to the Controller of Facilities Services to ensure they are error-free
- Liaise with other departments, Principals, Vice-Principals, and Ministry of Education regarding a wide range of responsibilities and to provide technical and interpretive information
- Liaise with external vendors, contractors, and suppliers
- Screen and proofread forms, reports, memos, etc. received from various sources for submission to/signature of the Controller of Facilities Services
- Process forms for approval (i.e. Leave of Absence, mileage reimbursement, payroll authorization, cheque requisitions, purchase requisitions, conference forms)
- Meet with visitors in a courteous manner, providing assistance where possible
- Document in-coming mail and assess for distribution to the Controller of Facilities Service's personal attention
- Screen in-coming telephone calls and visitors for the Controller of Facilities Service's personal attention or referral, giving assistance where possible
- Type a variety of correspondence, reports, minutes, and financial statements, including confidential reports and letters
- Compose and type agenda and minutes for various committees and some correspondence for the Controller of Facilities Service's signature
- Transcribe minutes for various committee meetings
- Assist with coordination of Eco-Schools Program
- Update the school Principal lists and organization charts and distribution to Facilities Services department
- Assist with Facilities Services department memos as required
- Grade 12 diploma
- Completion of additional related post-secondary courses including computer training
- Minimum three to five years' experience in a secretarial or related position with one year completed experience in a school board environment
- Excellent communication skills (written and verbal)
- Exceptional time management skills and ability to prioritize tasks in a fast-paced environment
- Thorough computer knowledge and experience using Microsoft 365 including Word, Excel, PowerPoint, and SharePoint
- Customer service oriented
- Completion of a certificate/diploma in the area of Office or Business administration would be considered an asset
- Experience within a facilities/construction environment considered an asset
- Knowledge of CMMS (ebase and Archibus software) considered an asset
The Niagara Catholic District School Board is committed to accommodating the individual needs of job candidates within our recruitment processes, in accordance with the Accessibility for Ontarians with Disabilities Act (AODA).
We are an equal opportunity employer that values and celebrates diversity with qualified staff who reflect the communities we serve.
