Administrative Assistant-elementary School

**Position**:**Administrative Assistant - Elementary School - CONTINUING**

**Competition**:**S-25-159 Location/Dept**: Pebble Hill Elementary

**Hours**: 36.00 Monday-Friday - 10 Months

EXTRA MINS-YES

**Start Date**: AUG 25, 2025

**Term of Employment**: Continuing

**Salary**: $36.09 Per Hour

**Posted**: JUN 13, 2025

**Application Deadline**: 4:00 P.M., FRIDAY, JUN 20, 2025

SUMMARY:
Reports to and works under the direction of the Principal and performs confidential and non-confidential

administrative secretarial and accounting services in support of the administrative function. Responsible for

organizing and directing the efficient operation of the school office and supervising the work of others.

DUTIES:
1. Performs a variety of administrative secretarial duties with minimum direction; attends meetings, takes, prepares and distributes minutes; gathers and compiles material for meetings, budget preparation and reports; schedules appointments; screens telephone calls; reviews and processes mail; maintains calendar of administrative and school activities; monitors staff attendance and arranges replacements.

2. Co-ordinates and supervises the flow of clerical work in the office; supervises, directs, trains, assigns and checks the work of others; monitors support staff and teaching staff attendance records.

3. Gathers information, organizes and composes correspondence, memos, bulletins, newsletters, schedules and lists; keyboards/types, proofreads, duplicates, photocopies, collates and files a variety of reports, forms, statistical data and materials. Prepares and updates school policy book. May be required to maintain and update school web site.

4. Performs receptionist duties and responds to a wide variety of external/internal inquiries both by telephone and in person. Screens visitors to the school.

5. Provides back-up to the administrators in ensuring safety and security of students. Responsible for setting up and maintaining medical records of students. Supervises safe arrival program to ensure student safety. Notifies parents regarding injuries or illness. May be responsible for dispensing daily medications and providing both emergency and minor first aid. Supervises students in office and medical room.

6. Monitors multiple budgets to ensure conformity to approved allocations; performs purchasing/accounting duties; prepares orders including annual and semi-annual supply orders; uses corporate procurement card as required and in accordance with District policies and procedures; maintains inventory of supplies/texts; selects suppliers, receives and verifies orders and invoices; reconciles monthly credit card and budget statements; prepares necessary documentation.

7. Operates and inputs data into computerized accounting system for trust accounts; collects cash and cheques; issues receipts and cheques; co-signs cheques; prepares and makes bank deposits; prepares monthly and year end trial balance and reconciliations; prepares GST reports and journal entries; maintains and reconciles petty cash account.

8. Enters data into computerized system to maintain student attendance records; registers new students, including checking immigration and refugee status documents and ensuring proper paperwork is provided and complete in accordance with District guidelines; updates and maintains student records and files; obtains documentation for non-District and non-catchment students; monitors and balances Board and Ministry enrolment reports; uploads student marks from teachers files and makes corrections as required by the Principal, teachers, etc.

10. Assists with coordinating school start up and year end procedures including completing annual inventory of supplies and tests; prepares and processes ministry and district forms; class organization, staff lists and schedules, and school supply lists.

11. Performs a variety of secretarial duties which may be of a confidential nature; sets up and maintains files and records; arranges special events, field trips and parent teacher interviews; places and monitors maintenance work orders; tracks itinerant staff schedules; collects and distributes Media Library materials.

12. Remains current with changing technology, practices and equipment.

13. May perform minor first aid.

14. Performs other related duties as assigned.

QUALIFICATIONS:
Ability to work independently, to use initiative and independent judgement and to handle a high volume of detailed clerical work quickly and accurately with frequent interruptions.

Excellent interpersonal, communication and organizational skills required. Ability to use judgement and tact when providing information.

Knowledge of district Policies and Procedures.

Experience supervising and assigning work to others is an asset.

Ability to set priorities and to meet deadlines with minimum direction.

Ability to operate a variety of office equipment.

Physically capable of performing the duties of the position.

Knowledge of