Admin Support

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.
- Position:
**New**
- Position Status:
**Permanent**
- Hours Per Week:
**35**
- No Months Per Year:
**12**
- Rate of Pay:
**$37,932 - $53,760**
- Empl Group:
**Unifor**

The job coordinates all administrative activities occurring within the unit to support both department and Division programs. This includes providing office support; administrative assistance to a team of program consultants, managers and specialists; reception services; accounting support and public relations assistance.
- Coordinates mail-outs and collects forms
- Composes types and formats letters, newsletters, handbooks, daily bulletins, etc.
- Maintains and prepares information for various related reports, summaries, documents
- Orders and maintains an inventory of supplies for the office
- Maintains records management systems
- Drafts, designs, formats a range of written material
- Schedules appointments for the consultants and records meeting notes
- Receives, sorts and distributes information by mail, fax or courier
- Orders instructional materials; photocopies materials; coordinates with Printing Services
- Reserves centre meeting rooms and outside sites for training and development activities
- Troubleshoots software issues
- Answers routine correspondence on own initiative and follow-up
- Assists consultants with establishing viable resource centre on site
- Proofs and edits written material and website content
- Maintains in-service schedules, books appointments and facilities
- Handles travel arrangements for consultants and guest speakers
- Corresponds with administrators and teachers on a variety of topics
- Liaises with monitors, cooperating teachers and school administrators
- Sends videos to support staff on request and keeps records to ensure return
- Coordinates inquiries, issues and information arriving at the office
- Answers phone calls and responds to general inquiries or redirects calls
- Greets visitors to the office
- Provides information on program and Division policies and procedures
- Liaises with outside school Divisions, school administrators and support staff
- Receives in-service registrations
- Maintains and updates various accounts, reports, ledgers and records; assigns decision unit coding
- Monitors cheque issuance and reclaims cash reimbursements
- Receives, sends, verifies and prepares invoices, cheque requisitions, enters amounts into general ledger using proper codes; sends to Financial Services for processing
- Prepares bank deposits for pickup, balances bank statements, collects money, and issues receipts
- Completes month end and ad hoc GST reports
- Assists consultant in setting up the program budget
- Collects purchasing cards receipts, codes into proper accounts and reconciles accounts
- Calculates and codes timesheets for contracts and send for processing
- Requests invoices for individuals attending in-services from outside the Division
- Develops promotional materials
- Coordinates special events including logistics, venue bookings, catering services, registration and promotional material
- Drafts and designs publicity for in-services and workshops
- Creates program certificates
- Participates in department meetings
- Assists staff during peak workloads
- Assists with special event and projects
- Recommends changes in administrative processes
- Participates in staff training and provides leadership to others on the team
- Provide back up to office staff
- Other duties as assigned

**Job Qualifications**:
High School, diploma in an area related to office administration, plus three years of related experience
- Additional training acquired on-the-job or in a formal educational program in accounting
- Knowledge of financial policies and procedures and working knowledge of electronic financial systems and any other applicable databases
- Advanced knowledge of office procedures, routines and equipment
- 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 records management
- Knowledge of workplace safety and awareness of Occupational Health and Safety regulations
- Awareness of the curriculum and student funding policies and procedures
- Knowledge of the department and school operations and Division programs
- Strong verbal and written communication skills (in the case of a language location, verbal and written skills necessary for that particular location)
- Good organizational and time management skills with the ability to balance conflicting priorities
- Strong teamwork skills and the ability to work independently
- Ability to work w