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Administrative Support Specialist

2 months ago

Red Rock, Canada Superior-Greenstone District School Board Full time
Job Summary

We are seeking a highly organized and detail-oriented Administrative Support Specialist to join our team at the Superior-Greenstone District School Board. The successful candidate will provide administrative support to the Manager, Facilities & Transportation and other staff members, ensuring the smooth operation of our facilities and transportation services.

Key Responsibilities
  • Provide administrative support to the Manager, Facilities & Transportation and other staff members
  • Coordinate and exchange information with parents, outside officials, and agencies
  • Prepare agendas and make arrangements for committee, board, and other meetings
  • Assemble data, compose, and prepare routine correspondence, statistics, periodic, and special reports
  • Label, copy, and store diskettes, disks, and tapes and maintain inventory of stored material
  • Classify, code, cross-reference, and store records and resource material
  • Sort, process, and verify applications, receipts, expenditures, forms, and other documents
  • Coordinate office services, such as equipment, supplies, forms, disposal of assets, parking, custodial maintenance, security services, school facilities, and student transportation
  • Prepare, label, and process files according to approved retention, transfer, and disposal schedules
  • Operate all office equipment and perform minor maintenance as required
  • Maintain commodity catalogue data base
  • Set up and maintain manual or computerized filing, inventory, mailing, and database systems
  • Arrange travel schedules and make reservations
  • Schedule and confirm related appointments and meetings
  • Establish work priorities and ensure deadlines are met and procedures are followed
  • Advise and assist other employees
  • Prepare and maintain employee leave records
  • Attend to aspects of admitting and transferring students
  • Maintain and review Ontario Student Records, Ontario Education Numbers, and other files to ensure they are complete and correctly classified
  • Prepare information packages for newly hired staff regarding accommodation, community, and school overviews, staff handbooks, and keys
  • Conversant with guidelines, policies, and procedures of the School Board, Ministry of Education, and Training, Employment Standards Act, and Occupational Health and Safety Act
  • Operate information retrieval systems and respond to requests for records and transcripts
  • Prepare invoices, purchase orders, bank deposits, and maintain petty cash accounts with ATE dispatch software
  • Reconcile statement of account, verify invoices, and process remittances for accounts payable
  • Assist in preparation of operating budget; maintain inventory and budgetary controls
  • Receive and process incoming purchased material for schools and management
  • Keep a complete set of records for financial transactions
  • Reconcile receivable sub-ledger to general ledger accounts
  • Maintain and monitor records for student medications
Requirements
  • College Diploma in a Secretarial/Office Administration discipline or other related specialization, or a combination of experience, education, and training as determined by the Superintendent
  • A minimum two (2) years of progressive related experience
  • Demonstrated regular work attendance
  • Identify problems and analyze situations using standard criteria; solving problems by selecting from a broader range of available options; gathering or classifying information using standard systems; comprehension of general and some specialized materials; transferring information may require change or interpretation; writing formal notes and records
  • A broad range of common communication skills, such as handle interactions/communications of a sensitive nature, requiring careful listening and providing feedback and support sensitively; control one's reactions or conceal one's feelings; exchange complex information with others inside and outside the workplace, instructing others and presenting information, acting as the public face on matters limited to the individual's job function
  • Operate equipment such as a bindery machine, computer, keyboard, printer, multi-function photocopier, facsimile machine, multiple line telephone, scanner, video camera, headset
  • Proficiency in Microsoft Office, Teams, e-mail, social media, cloud-based applications, and other financial and information management software
Additional Competencies
  • Open to learning, sharing ideas, and accepting feedback
  • Strong planning and organizational skills with the ability to multitask and manage timelines
  • Communicate effectively both verbally and in writing, including presentation skills when required
  • Display excellent interpersonal skills while building positive relationships
  • Quality of work meets a high standard of accuracy and attention to detail
  • Take the initiative and make decisions based on judgement, facts, and alternatives
  • Foster collaborative relationships and provide excellent customer service to internal and external stakeholders