Administrative Assistant

Permanent Full-Time Administrative Assistant - Off-Campus/Collegiate Program

Location: TBD (Lethbridge County Area)

Anticipated Start Date: Sept. 10, 2024 (or date mutually agreeable)

Assignment: Administrative Assistant

FTE: Permanent Full-Time

The Palliser School Division is committed to engendering and supporting the values of the broader society: empathy, integrity, respect, trust, and responsibility. If the children of this community are to realize these values, the division acknowledges its responsibility to provide an exemplary education. Students come first. Learning is our central purpose. Public education serves the common good. The Palliser School Division encourages an inclusive and equitable workplace, which supports our diverse student and employee community. We encourage all applicants to join our dynamic, diverse, and collaborative culture and welcome applications from all qualified individuals.

This position will support Palliser’s off campus, summer school and Collegiate program and therefore supports serving students in the large urban centers of Calgary as well as in small, agricultural communities as far south as Coaldale. Our off campus programs offer programming to all of our high schools and support student learning beyond the wall of the traditional school building. Our goal is to create and support innovative programming that helps students apply their learning and find their passion. The Southern Alberta Collegiate Institute (SACI) is run in collaboration with Lethbridge College as well as 5 school districts in and surrounding Lethbridge and offers a variety of programming including Trades, Agriculture and Health Care. This position invites enthusiastic individuals to apply for the Permanent Full-Time Administrative Assistant position now available.

When you apply to the Palliser School Division, you can feel good about serving our future leaders and contributing to student success.

Benefits:

This assignment qualifies for a comprehensive benefit package through Alberta School Employee Benefit Plan (ASEBP).

Administrative Support:

Serves as Administrative Assistant to the leadership in the school. Sorts and refers mail and e-mail, answering routine correspondence as necessary. Coordinates meetings and conferences. Screens calls and provides factual information regarding the operation of the school. Prepares form letters and notices. Takes minutes at staff meetings as required.

Ensures provision of reception service to telephone and counter callers, relays messages, and makes appointments and supplies factual information, including basic school policy and procedures. Maintains inventories and distributes requisitions for supplies and services. Distributes office supplies.

Schedules conference and meeting rooms. As required, may assist with bookings, arranges transportation, processes release forms, permission slips, and notices according to established procedures for field trips.

Maintaining office files, wall charts, bulletin boards, etc. Responsible for the production of school newsletters, and teacher/ student handbooks/agendas.

Processes and verifies school staff absentee and vacation records for the school according to established procedures. Prepares reports and summaries as requested by the Principal. Completes work relating to the student information system.

Assigns duties applicable to the recording and processing of attendance information, and the telephoning of parents to verify attendance. Assists in maintaining accurate school enrolment records by processing changes to personal data, class lists, and additions and deletions to the school. Compiles reports and summaries as necessary.

Ensuring data relating to the Student Information System (SIS) is accurately entered.

Assigns duties applicable to the documentation and maintenance of school and student files. Ensures processing of student records. Requisitions cumulative records. Records promotion information, student registration, etc. and files test results, and reports dealing with social and personal problems. Forwards cumulative record folders as required.

As required, coordinates the processing and preparation of electronic report cards. May involve the distribution, collection, and verification of mark-gathering documents and the coordination of processes for preparation of report cards.

Qualifications:

Post-secondary diploma in a recognized administrative assistant program (i.e. Administrative Information Management Diploma or equivalent)

Three to five years related administrative support experience in an office environment

Experience with standard accounting software programs

Experience with “Edsembli or PowerSchool”, “SIRS” and “KEV”

An equivalent combination of directly related post-secondary education and directly related experience may be considered.

Demonstrated Skills and Competencies:

Strong knowledge of office / records management

Supervisory experience an asset

High degree of proficiency in office computer applications such as word processing, spreadsheet, computerized accounting, database, publishing and presentation applications, electronic mail/calendar applications and other information management tools

Strong data entry skills with an emphasis on accuracy

Ability to multi task and work with continuous interruptions

Effective leadership, coaching and supervisory skills

Exceptional customer service orientation

Strong time management, prioritization, multitasking and organizational skills

Strong ability to adapt and manage change

Strong interpersonal and strong verbal, listening and written communication skills combined with the ability to speak with confidence

Strong conflict management skills

Ability and success in building productive relationships with co-workers, staff and other internal and external stakeholders

Professionalism, tact, courtesy and diplomacy skills

Ability to deal with sensitive and discretionary matters and maintain strict confidentiality

Strong problem solving and strong decision-making skills

Use of appropriate judgement in a framework of generally established methods, protocols and procedures

Ability to work independently under general supervision

In order to maintain a safe and secure working environment, applicants new to The Palliser School Division must provide:

Criminal Record Check, including vulnerable sector check from Local Police Service or RCMP detachment;

Social Insurance Number (SIN) card or document issued by Service Canada; SIN card/document must be in current legal name. Name on SIN card/document must match your Government Issued ID and Criminal Record Check;

Government issued ID - valid driver's license, valid passport or Nexus card.

To apply for this opportunity please complete an application through the Palliser School Division recruitment portal. Please ensure you attach the following documentation to your application:

Cover letter directed to Jason Kupery, Director of Learning, Palliser School Division

Resume summarizing training and experience;

Copy of your most recent evaluation;

Minimum of three professional references.

We thank all those who apply, but only those candidates selected for an interview will be contacted.

By virtue of the submission of an application, the applicant agrees that the superintendent or designate can contact previous employers for the purpose of conducting confidential reference checks whether or not the applicant has listed a reference for that employer.

Mr. Jason Kupery, Director

Palliser School Division

hr/career-opportunities

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