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Temporary Department Assistant
2 weeks ago
July 3, 2025
**M.A.S.S. NOTICE OF TEMPORARY VACANCY**
Position: Temporary Department Assistant - School Programs
**Salary**: Band 3: $ 34.80 - $ 41.50 per hour + 4% vacation pay
Location: School Program Department, New Street Education Centre
Work Schedule: 35 hours/week, 12 months/year
Start Date: September 2, 2025 to August 31, 2026
Position Summary:
Under the supervision of the School Programs Office Supervisor, the Department Assistant will provide support to the School Programs Department. This position supports the servicing of Elementary and Secondary Instructional Program Leaders; acts as liaison with the Administrative Assistants and collaborative team player in a positive work environment.
Key Responsibilities:
- Manages multiple initiatives and coordinates day-to-day operations, including scheduling meetings and managing online calendars;
- Supports with the ordering and purchasing of resource materials;
- Assist with the organizing of transportation for students and their families to attend departmental and/or HDSB events; assists with the organizing of departmental meetings, booking rooms/spaces, orders catering and equipment, assists with system-wide communications);
- Perform general bookkeeping tasks including reviewing invoices, account reconciliation, and processing payments for special projects.
- Monitor departmental budgets, track expenditures, reconcile expenses, and process reimbursement using various financial databases;
- Prepare and submit financial documentation such as journal entries, purchase orders, cheque requisitions, and deposit of cheques;
- Manage documentation, tracking, and reporting related to special projects (e.g., Summer School, HDSB Learns Together, Math AQ, Core French Exemption processing).
- Responds to inquiries and concerns of the public, staff, parents, students, trustees, agencies, and Ministry of Education in a knowledgeable, tactful and supportive manner, identifying those matters that require personal or urgent attention of the supervisor;
- Data entry and record keeping (e.g., regularly updates financial budgets for Elementary and Secondary);
- Manages SPD Master Databases and updates from multiple sources;
- Responsible for System Calendar bookings and liaisoning with e-Learning System Principal;
- Support in the planning and delivery of community events;
- Assists with the development of interim and summary reports;
- Assists with system-wide and community-wide communications as needed;
- Responds to internal and community queries and requests;
- Maintain accurate budget tracking, including Release Code tracking (e.g., enter in budget trackers both expected amounts using Smartfind Usage Report and actual amounts once reconciled from Sparkrock into budget trackers);
- Responds or forwards inquiries to the correct contacts;
- Tracking and process timesheets and IPL reimbursements for both Elementary and Secondary panel;
- Manage documentation, tracking, and reporting related to special projects; (e.g., Summer School, HDSB Learns Together, Ministry Math AQ, HDSB Open House, Post-Secondary Exploration Event, PA Days, etc.);
- Duties as assigned by the SPD Office Supervisor.
Qualifications:
Minimum Requirements required:
- A post-secondary diploma or degree with four or more years work experience in a related field is required as is experience working in a school office environment;
- Ability to maintain the highest level of confidentiality while providing administrative support;
- Excellent managerial and organizational skills with an ability to multitask;
- Strong oral and written communication skills;
- High emotional intelligence and strong interpersonal skills;
- Customer service focus;
- Highly effective time management skills with the ability to prioritize workload;
- General finance, accounting principles and or purchasing
- Strong problem solving abilities;
- Ability to work independently and interdependently as part of a collaborative team.
Preference will be given to applicants who are:
- Completed College Diploma or University Degree in Business or Public Administration, or related field;
- Four (4) years of job related experience working in a school board setting;
- Strong interpersonal skills;
- Familiar with current educational issues, curriculum, and program at the local and provincial level, including Ministry of Education initiatives;
- Familiar with understanding and interpreting Board Policies and Administrative Procedures;
- Models a culture of equity and inclusion in support of student and staff well-being;
- Qualifications or experiences related to senior clerical or Executive Assistant positions in office administration;
- Proven ability to manage multiple projects and priorities;
- Holds effective time management skills.
Applicants with a combination of equivalent experience education and experience may be considered.
Job Category: Management & Professionals - **Job Code # 3963546**
Applicant Self Identification Ques
