Administrative Assistant I - Sherwood Park, Canada - Elk Island Public Schools

Elk Island Public Schools

Verified Company

Sherwood Park, Canada

1 week ago

Posted by:

Sophia Lee

beBee Recruiter

Description

Elk Island Public Schools (EIPS) is one of the largest school divisions in Alberta, serving the educational needs of approximately 17,1500 students in 43 schools.

Every day, the staff and students of EIPS are encouraged to pursue opportunities to grow and discover their passions in life.

The Division prides itself on providing staff and students with the tools to achieve success by offering dynamic programming, up-to-date resources, and practical professional learning opportunities.

EIPS is recruiting a permanent full-time Administrative Assistant I (12-month position) with our Student Transportation department.

Our Student Transportation department transports over 9,800 students, operates 176

buses, and over 500 bus routes on a daily basis. Students are transported directly or

through transfer sites throughout the school division. Student Transportation department

is located at our Central Office. Our Student Transportation department is located at our Central Office in Sherwood Park.

Commencing August 22, 2023

37.5 hours per week, 7.5 hours/day - Monday to Friday

O pen to Internal and External Applicants

EIPS offers a comprehensive benefits package

FUNCTION AND PURPOSE

Reporting to the Director of Transportation, this position is responsible to provide support to the Director of Transportation to ensure that the overall operational needs of the department are maintained in a safe and efficient manner.

Administrative Support to Director

Management and planning of Director of Transportation's calendar.

Management of Student Transportation calendars including department deadlines, flex/vacation, School Visits, and any other calendars as required.

Administrative changes to new and existing contracts with Contract Bus Operators (CBOs)

Scheduling of school visits with school principals

Organize meetings for staff, bus drivers and contractors including location, food, and speakers.

Manage department processes and tasks to ensure department outcome are met.

Organize team building activities.

Schedule interviews

Assist with preparation of annual grant funding documents.

Research as required by director for information and reports.

Running mail merge

Sending out School Messenger

Build and manage statistical data including department surveys.

Liaise with other departments including submission of tickets to IT or Facilities

Prepare confidential correspondence including Board Reports and staff meeting minutes.

Front office coverage as required including answering phone calls and inbox responses.

Traversa - Transportation Software

Running of reports on transportation software for data gathering for board reports

Report conversion to excel including manipulation of data using advanced excel formulas.

Setting up students on buses

Management of contractor accounts

Electronic Site Management

Maintain and update SharePoint site for the department.

Maintain electronic filing system.

Manage School Messenger accounts.

Manage department website.

Responsible for maintenance of records management schedule.

Manage FOIP requests

EDUCATION AND EXPERIENCE
Education

High School diploma

Supplemented by related one year program (e.g., secretarial, business administration).

Equivalent combinations of directly related post-secondary education and experience may be considered.

Experience

Minimum of one to three (1 to 3) years related experience in a school or office environment.

KNOWLEDGE, SKILLS, AND ATTITUDES

Excellent oral and written communication and interpersonal skills

Strong prioritization, organization, multitasking, problem solving and time management skills

Ability to work independently

Strong ability to adapt and manage change with frequent interruptions

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

Personal suitability

ADDITIONAL INFORMATION
This is a 12-month position working in a fast-paced environment. The hours of work are 37.5 hours from 8:30 am - 5 pm with an hour for lunch. Extra work hours will be required during peak times.