Administrative Assistant, Director

**Mission**:
**Competition Info**:
Calendar: 12 Month Calendar

**Salary**: Grade F $30.01 - $39.38 per hour

FTE: 1.0, 35 hours per week

**Position Description**:

- Acts as the first point of contact for the department. Prioritizes and assesses the nature of the concern or question and initiates appropriate action. Maintains current and comprehensive knowledge of the department to advise, train and/or initiate contact with internal and external stakeholders regarding services, procedures/practices and availability.
- Provides administrative support services to the office of the Director and department management. Prepares, produces and disseminates confidential correspondence and various documents on behalf of the department. Collects, compiles and where required, analyzes information and statistics. Researches, compiles and prepares all background materials for the department to equip individuals for meetings, reports, conferences, etc.
- Establishes, modifies and maintains office and record management procedures and systems, e.g., filing system, to improve production and proficiency of work, workload and workflow.
- Serves as recording secretary at designated meetings. Initiates, and follows-up on action items. Ensures that all applicable stakeholders are advised of decisions in a time efficient manner.
- Coordinates and monitors schedules. Assists in the organization of various events and meetings, attending each where required. Makes travel arrangements and arranges for payments. Prepares and distributes agendas and supporting materials for meetings. Arranges catering and room/equipment bookings as required.
- Effectively coordinates department communication through various communication mediums. Provides assistance and support for department publications.
- Receives and screens all incoming correspondence (either electronic or paper mail) and documentation. Determines priorities, initiates appropriate actions and advises department management administration of matters requiring attention or awareness. Maintains and/or oversees the accurate maintenance and dissemination of information on department operations
- Monitors, administers and communicates updates on approved department budget and expenditures for operating and capital budgets. Resolves discrepancies and reconciles financial records and transactions with monthly financial reports. Maintains an accounting of expenses incurred by the department. Assists in the preparation of the department’s annual budget.
- Purchases and evaluates office equipment and supplies. Liaises with Purchasing Services staff to monitor and reconcile orders against deliveries. Maintains listing of equipment, serial numbers and software packages.
- Accurately maintains and processes staff documentation for the work sections according to established procedures. Maintains and circulates vacation schedules. Assist in the selection and supervision of office staff as required.
- Conducts research, compiles statistics and undertakes special projects. Researches and compiles background information for the preparation of briefs and reports. As required, transfers documents and system reports electronically to appropriate department to facilitate reformatting for public release.
- Maintains current working knowledge of related contractual agreements and CBE Regulations related to department guidelines, processes and procedures.
- Ensures that all administrative regulations and procedural manuals are amended as required. Provides Calgary Board of Education policies and procedures to department staff. Advises work unit staff of business practices and procedures as they relate to internal and external processes.
- Ensures office equipment and systems operate effectively. Initiates appropriate action to rectify problems as well as maintain operable systems.
- Collaborates and coordinates with as well as assists other administrative staff where required.
- Performs other related responsibilities as required to meet team objectives and goals.

Education and Experience
- High school completion
- Minimum of a recognized two-year post-secondary Diploma in Administrative Information Management or its equivalent
- Minimum five years of progressively more responsible related experience in an administrative support capacity, preferably within a large organization
- Other equivalent combinations of directly related post-secondary education and directly related experience may be considered
- Broad knowledge of the Calgary Board of Education with a combination of school and central office experience is preferred

Demonstrated Skills and Competencies
- Solid knowledge of bookkeeping, accounting and office / records management
- Keyboarding of 60 wpm as well as the ability to serve as a recording secretary
- Effective leadership, coaching and supervisory skills
- Project management skills
- Exceptional customer service orientation
- Exceptional time management, prioritization, multitasking and o