Administrative Assistant
2 months ago
We are seeking a highly organized and detail-oriented Administrative Assistant to provide temporary clerical assistance to our schools and district sites. The successful candidate will provide secretarial, clerical, bookkeeping, and reception duties for the school office and district work sites.
Key Responsibilities- Provide temporary clerical assistance to schools and district sites.
- Assist the school principal with routine administrative tasks, including maintaining office procedures, organizing schedules, preparing agendas and materials for school staff and committee meetings, scheduling appointments, and making arrangements for travel and special events.
- Perform bookkeeping functions, including collecting cash, issuing receipts, writing cheques, preparing cash statements, ensuring balance of accounts, making bank deposits, maintaining all school accounts, and reconciling monthly computer and bank statements.
- Input information from various source documents using computer programs.
- Relay messages and provide information and assistance to parents, students, the public, and district staff by telephone or in person.
- Compose and type various materials, including confidential reports, correspondence, memoranda, newsletters, requisitions, and bulletins.
- Record and transcribe minutes of meetings for internal and departmental distribution.
- Prepare and process forms, including purchase requisitions, fast pay purchase orders, purchase requisitions, and cheque requisitions.
- Prepare, process, and maintain files and various records, lists, and reports, including permanent record cards, report cards, student registration, staff absentee forms, enrollment reports, accident reports, and district manuals.
- Open, screen, and distribute incoming and outgoing mail.
- Receive and ensure the accuracy and condition of incoming orders and file discrepancy reports.
- Provide assistance to students and advise parents of injury or illness; perform assigned duties during fire/emergency drills.
- Duplicate, sort, collate, and staple materials.
- Perform other clerical or emergent duties.
- High school diploma or equivalent.
- One-year post-secondary secretarial school training or equivalent.
- Two to three years of specific experience or four years of general office experience.
- Keyboarding skills of 50 words per minute or proof of competency in keyboarding skills.
- Intermediate level word processing skills.
- Intermediate level bookkeeping skills equivalent to CNC Accounting 151 & 152.
- Basic knowledge of database and spreadsheet computer functions.
- Knowledge of Business English, punctuation, spelling, and Business Math.
- Knowledge of office practices and procedures.
- Ability to maintain confidentiality.
- Ability to use courtesy and tact in the explanation of and discussion of information in contacts with public, parents, staff, and students.
- Ability to perform individually and as part of a team.
- Ability to effectively communicate both verbally and in writing.
- Ability to plan and schedule work and organize the workload effectively.
- Ability to work with constant interruptions.
- Ability to maintain close attention to detail for periods of sustained duration and to meet deadlines.
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