Administrative Support - Edmonton, Canada - Edmonton Catholic Schools

Edmonton Catholic Schools

Verified Company

Edmonton, Canada

3 weeks ago

Posted by:

Sophia Lee

beBee Recruiter

Description

Edmonton Catholic Schools is a large urban school division whose mission is to provide a Catholic education that inspires students to learn and that prepares them to live fully and to serve God in one another.

The Division is comprised of over 44,000 students and 5,000 employees in 95 schools plus other sites.

Administrative Support (5) Floater:

Requisition ID: 8017

Hours Per Week: 35

Position:
New

FTE: 1

Department:
Office Support Staff Replace

No Months Per Year: 10

Position Status:
Temporary

Employee Group:
Unifor

Rate of Pay:
$34,590 - $49,020

Posting Closing Date: 11/30/23

The primary purpose of this Administrative Support (5) Floater position is to act as a division wide support at different schools on an as needed basis.

The individual is required to perform a range of reception, procedural, office support and financial functions. The primary function is to provide administrative coverage for Administrative Supports within the Division. The Administrative Support (5) Floater must be self-managed and flexible.

Responsibilities:

Handles all accounting activities within the school
Maintains and updates various accounts, reports, ledgers and records; assigns coding associated with a school or decision unit; monitors cheque issuance; reclaims cash reimbursements
Receives, sends, verifies and prepares invoices, cheque requisitions, enters amounts into general ledger using proper codes; sends to Financial Services for payment
Prepares bank deposits for pickup; balances bank statements; collects money; issues receipts
Completes month end reports; GST reports; ad hoc reports as requested
Assists principal with setting up the school budget
Collects bus pass money and submits to Transportation Services
Reviews staff purchasing card transactions; codes into proper accounts; reconciles purchasing card accounts
Creates and registers all new students using an electronic student records system; obtains information from prior school or school district; maintains record of outgoing students and ensures records are transferred to new school; makes changes to student information when necessary
Collects attendance slips and inputs attendance into the system; contacts parents regarding student absences; prints weekly attendance sheets for teachers; produces month end attendance reports
Prepares and retrieves reports (i.e. student timetables, class and unit lists, student progress reports, medical reports; classroom attendance reports; etc.)
Ensures the accurate data entry for all student records, student courses, scheduling and data transfers to Alberta Education; inputs marks into the system
Prints report cards; designs and produces student awards and certificates
Assists the principal with developing the master timetable and class lists
Coordinates all inquiries, issues and information arriving at the office
Answers the telephone and responds to general inquiries; redirects calls and/or records messages
Attends to students requiring medical attention and telephones parents when necessary
Greets visitors to the office; provides information on school and district policies and procedures
Sells bus passes and supplies to students
Receives, sorts and distributes a variety of information received by mail, fax or courier
Schedules appointments for the principal and assistant principal; may be required to record notes in meetings
Orders instructional materials for teachers; photocopies materials; coordinates with Printing Services for the production of bulk materials
Books appointments for parentteacher conferences
Coordinates book fairs, fund raising activities, school photos, and other special events as required
Books venues and buses for field trips, maintains permission forms
Arranges for substitute teachers using an electronic placement and attendance management system
Troubleshoots software issues
Coordinates mailouts and public relations activities for the school (i.e. open houses, newsletters)
Creates materials using desktop publishing tools (i.e. posters, ads, etc.)
Creates, collects forms and maintains records system
Composes, types and format letters, newsletters, handbooks, daily bulletins, etc.
Orders supplies and maintains an inventory of supplies for the office
Supervises subordinate office staff
Maintains records management systems
Arranges for office equipment repairs
Participates in team meetings
Assist office staff during peak periods
Assists with special events and projects
Provide back up to office staff
Other duties as assigned

Qualifications

High school, diploma in an area related to office administration, plus five years' experience working in an educationalbased setting with exposure to procedures, routines, and equipment
Prior experience supervising office staff and planning workloads
Knowledge of financial policies and procedures and an understand