Administrative Assistant

Position Summary

Seine River School Division is seeking a highly organized, personable, and detail-oriented
Administrative Assistant to the Secretary-Treasurer
. This position plays a key role in supporting the effective operation of the Division's operations, finance, and board functions, ensuring accuracy, confidentiality, and professionalism in all areas of responsibility.

Reporting directly to the Secretary-Treasurer/CFO, the Administrative Assistant provides comprehensive administrative and financial support, coordinates board administration, oversees enrollment verification (EIS), manages insurance documentation, assists with finance department tasks, and leads the development and maintenance of the Division's permanent electronic filing system.

Salary Range:
$56, $61,586.99

Key Responsibilities

Administrative & Board Support

• Provide confidential administrative support to the Secretary-Treasurer and senior administration.
• Prepare correspondence, reports, and presentations with a high degree of accuracy and attention to detail.
• Coordinates travel, meetings, maintains calendars, prepares agendas
• Answers, screens and refers inquiries with regard to district policies and procedures
• Coordinate logistics for Board and committee meetings, including preparing agendas, recording and transcribing minutes, and distributing related documentation. Note: Attendance at all Board meetings (2
  nd
  and 4
  th
  Tuesdays of each month) is required as part of this position. Flexibility in adjusting office working hours will be considered based on this requirement.
• Maintain official records of Board proceedings and ensure compliance with retention and accessibility standards.
• Liaise professionally with trustees, administrators, staff, and external partners.

Finance Department Support

• Assist with financial administration, including preparation and processing of purchase orders, invoices, and related documentation.
• Perform monthly bank reconciliations and assist with account verifications as required.
• Support budget tracking, financial reporting, and audit preparation under the direction of the Secretary-Treasurer and finance team.
• Ensure adherence to internal financial procedures and accurate record-keeping.

Provincial Reporting

• Manage student enrollment verification and reporting within the provincial EIS system.
• Ensure data accuracy and completeness in collaboration with school-based administrative staff.
• Monitor and resolve discrepancies and prepare reports for internal and provincial review.

Insurance Administration

• Assist in the coordination and maintenance of the Division's insurance portfolio, including property, liability, and fleet coverage.
• Track and file claims and documentation; liaise with insurance providers and staff regarding policy inquiries and requirements.
• Coordinate with principals, school secretaries, and insurance provider in leading administration of outside user group rentals.

Records & Information Management

• Lead the development, implementation, and maintenance of an electronic filing and records management system for Division permanent files.
• Ensure compliance with provincial legislation, retention schedules, and best practices for secure information management.
• Train and support staff in the effective use of the electronic filing system.
• Maintains and verifies information related to catchments, school of choice, and program not offered

Qualifications and Experience

• Post-secondary education in business administration, accounting, office administration, or a related field.
• Minimum of three (3) years of administrative experience, with demonstrated experience in financial processes such as bank reconciliations, purchase orders, and invoice processing required.
• Experience in an educational or public sector environment considered an asset.
• Demonstrated proficiency with accounting and data management software; experience with EIS or similar systems preferred.
• Advanced computer skills, including Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
• Personable and approachable, able to maintain excellent relationships with both internal and external groups.
• Excellent written and verbal communication skills with strong attention to detail and accuracy.
• Proven ability to handle confidential information with discretion.
• Strong organizational and time-management skills; able to manage multiple priorities in a fast-paced environment.

As a condition of employment, all new hires must complete a satisfactory criminal record check with vulnerable sector search, and child abuse registry check as part of the hiring process.

Interested candidates are invited to submit a cover letter and resume, along with three (3) references on or before 4:00 PM on October 30, 2025 to:

Human Resources & Karastin Michalycia - Secretary Treasurer/CFO

/

Note: We thank all applicants for their interest, however, only those selected for an interview will be contacted. Applicants may request reasonable accommodation related to the materials or activities used throughout the selection process.

Seine River School Division welcomes diversity in the workplace and encourages applications from all qualified candidates.