Temporary Administrative Secretary/ Temporary Accounting Clerk

1 month ago

Winnipeg, Canada Pembina Trails School Division Full time

Pembina Trails School Division has two temporary half-time positions (Admin Secretary and Accounting Clerk) within the Secretary-Treasurer Department which will be combined for full-time hours for one person.

This position is replacing an employee on maternity/parental leave so it is not eligible to become a regular permanent position.

TEMPORARY ADMINISTRATIVE SECRETARY

START DATE: As soon as possible

END DATE: June 20, 2025 or until the incumbent returns

This position is replacing an employee on maternity leave so it is not eligible to become a regular permanent position.

Position Title: Temporary Administrative Secretary

Department: Secretary-Treasurer

Reports To: Secretary-Treasurer through the Executive Assistant

Union Status: CUPE 5121

Location: Administration Office

Hours: Regular Half-Time (3.5 hours/day)

Annual Salary Range:  Effective July 1, 2024 : $26.22 – $32.59 depending on qualifications

Language Requirement: English

Job Description Reviewed: May 29, 2024

Purpose of Position

The Administrative Secretary always provides direct support to the Executive Assistant and the Secretary-Treasurer and provides on-going assistance to the Records Management Team, Purchasing and Payroll Departments.

Key Responsibilities

Duties include, but are not limited to, the following:

Sorts incoming and outgoing mail for the Secretary-Treasurer’s Department. Files/scans for digital filing. Supports the work associated with the Board and Committee Agendas. Prepares cheque requisition transfers to the Pembina Trails School Division Educational Support Fund, Assists with special projects. Prepares meeting rooms/orders meals for meetings when necessary. Supports the preparation of Freedom of Information and Protection of Privacy Act (FIPPA) responses and files FIPPA documents. Obtains signatures on Provincial documents and submits the forms to the province. Prepares agendas, minutes, action files, correspondence, reports, assignments, etc. as required. Assists the Secretary-Treasurer when the Executive Assistant is absent. Is the administrator for the SharePoint Portal. Supports the Records Management Team, Purchasing and Payroll Departments as required. Supports activities related to the September Enrolment Report. Performs other duties as may be assigned to support the efficient operation of the Department

Skills and Qualifications

Skill and Knowledge – Required:

Completion of Grade 12 education or GED. Proficiency with Microsoft 365 (Word, Excel, and Outlook). Working knowledge of creating/manipulating PDFs. Strong organizational and time management skills, with ability to work under pressure, multi-task and prioritize the workload. Strong problem-solving skills with the ability to apply critical thinking to decision making. Excellent customer service skills with the ability to deal with complaints and concerns effectively and professionally. Ability to maintain discretion with respect to sensitive or confidential information. Strong communication and interpersonal skills, with the ability to communicate clearly in English both orally and in writing, with a variety of internal and external stakeholders. Ability to work both independently and in a team environment.

Skill and Knowledge – Desired:

Previous experience with eScribe software. Prior experience in an educational environment.

Conditions of Employment

Police Information Check Child Abuse Registry Check Completion of Commit to Kids or Respect in Schools training Successful completion of testing requirements

Working Conditions & Physical Demands

Work is in an office environment. May require long periods at a desk, reading of lengthy documents, and time in front of a computer.

TEMPORARY ACCOUNTING CLERK

START DATE: As soon as possible

END DATE: June 25, 2025 or until the incumbent returns

This position is replacing an employee on maternity leave so it is not eligible to become a regular permanent position. 

Position Title: Temporary Accounting Clerk

Department: Secretary-Treasurer

Reports To: Accounting Manager

Union Status: CUPE 5121

Location: Administration Office

Hours: Regular Half-Time (3.5 hours/day)

Annual Salary Range:  Effective July 1, 2024 : $26.50 - $32.65 depending on qualifications

Language Requirement: English

Job Description Reviewed: May 29, 2024

Purpose of Position

Under the direction of the Accounting Manager, the Accounting Clerk is responsible for providing financial and administrative support for the Division. 

The Accounting Clerk is responsible for monitoring and maintaining payments and ensuring positive relationships with internal and external stakeholders. Primary responsibilities are processing accounts payable by matching, coding, and filing invoices and subsequent payment processing.

Key Responsibilities

Duties include, but are not limited to, the following:

Performs day to day financial transactions, including receiving, verifying, processing, and reconciling invoices. Verifies vendor accounts, paying vendors, and resolving purchase orders, invoices, and payment discrepancies. Verifies that transactions comply with financial policies, procedures, and regulations. Responds to vendors and school enquiries both verbally and in writing and provides support and training as the subject matter expert. Maintains files related to accounts payable functions including all necessary filing. Provides ad hoc reporting to both internal and external customers as needed. Performs other duties as may be assigned to support the efficient operation of the Department.

Skills and Qualifications

Skill and Knowledge – Required:

Completion of Grade 12 education or GED and completion of post-secondary computerized accounting courses, or an equivalent combination of skills and experience. Proficiency with Microsoft 365 (Word, Excel, and Outlook) and previous experience in a computerized accounting environment. Solid understanding of basic bookkeeping and accounts payable principles. Solid understanding of commodity tax as it relates to invoicing, including self-assessing of taxes. Strong organizational and time management skills, with ability to work under pressure, multi-task and prioritize the workload. Strong problem-solving skills with the ability to apply critical thinking to decision making. Excellent customer service skills with the ability to deal with complaints and concerns effectively and professionally. Ability to maintain discretion with respect to sensitive or confidential information. Strong communication and interpersonal skills, with the ability to communicate clearly in English both orally and in writing, with a variety of internal and external stakeholders. Ability to work both independently and in a team environment.

Skill and Knowledge – Desired:

Previous experience in Enterprise Resource Planning (ERP) software. Prior experience in an educational environment.

Conditions of Employment

Police Information Check Child Abuse Registry Check Completion of Commit to Kids or Respect in Schools training Successful completion of testing requirements

Working Conditions & Physical Demands

Work is in an office environment. May require long periods at a desk, reading of lengthy documents, and time in front of a computer.

Pembina Trails School Division is committed to removing barriers to ensure employment opportunities are accessible for all applicants. If you require accommodation supports during the recruitment process, please contact : ao-humanresources-email@pembinatrails.ca

Pembina Trails School Division is committed to the principles of equity, diversity and inclusion. We encourage applications from members of equity-deserving groups with diverse abilities, backgrounds, cultures, and identities.

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