Administrative Support Specialist

5 days ago

Mission, British Columbia, Canada School District #75 (Mission) Full time
Job Summary

We are seeking a highly organized and detail-oriented Administrative Assistant to join our team at School District #75 (Mission). As an Administrative Assistant, you will provide administrative support to the school administrator, perform a variety of secretarial duties, and maintain accurate records.

Key Responsibilities
  • Provide administrative support to the school administrator, including arranging appointments, setting up and transcribing correspondence, and processing confidential matters with discretion.
  • Perform a variety of secretarial duties, including but not limited to:
    • Telephone and message relay
    • Reception and greeting visitors
    • Maintaining filing systems and records
    • Photocopying, faxing, and scanning documents
    • Record keeping and data entry
    • Expense claims and processing
    • Processing report cards and other documents
    • Sorting and distributing mail
    • Operating standard office equipment
  • Maintain database information using district software, including student registration, demographics, medical/legal alerts, attendance, and incident reporting.
  • Typing of routine and confidential correspondence, including bulletins, newsletters, reports, forms, report cards, IEPs, staff handbooks, and parent handbooks.
  • Prepare standard reports, including monthly principal reports on TTOC and staff absences, fire drills, accident/incident reports, and collecting and preparing data for district and ministry forms.
  • Maintain school accounts, including school cash, issuing receipts and cheques, depositing funds, monthly bank reconciliations, GST summary, and reconciliation of petty cash.
  • Monitor and maintain inventory, placing and receiving supplies and equipment orders.
  • Submit maintenance work orders and transportation requisitions.
  • Provide health unit with required information for medical alerts, kindergarten hearing/vision screening, and student immunizations, and other reports as required.
  • May administer minor first aid and advise parents of injury.
  • May provide administrative assistance for the library at the administrator's discretion.
  • May provide assistance to itinerant staff.
Requirements
  • Completion of Grade 12 plus post-secondary education in office administration.
  • Previous related office experience of over 6 months up to 1 year.
  • Minimum typing speed of 45 words per minute.
  • Demonstrated knowledge and experience with standard software programs, including word processing, spreadsheets, and databases (e.g. Microsoft Office).
  • Demonstrated knowledge and experience in office practices and procedures.
  • Demonstrated knowledge and experience in basic bookkeeping.
  • Sound knowledge of Business English, spelling, arithmetic, grammar, and punctuation.
  • Demonstrated ability to organize workflow and office systems to meet deadlines while dealing with interruptions.
  • Ability to communicate effectively and demonstrate good public relations skills, exercising good judgment in dealing with a variety of student, staff, parent, and public enquiries.
  • Ability to work co-operatively and maintain effective working relationships.
  • Working knowledge of school district operations, policies, and procedures.

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