0.5 FTE Administrative Assistant – Main Office (Elementary) - Holy Spirit (C)

Simplication; Cambridge; On-site; CAD 39,000 - 43,000; Part time

Job summary

Waterloo Catholic District School Board is seeking a part-time Administrative Assistant for the Main Office at Holy Spirit Catholic Elementary School in Cambridge, Ontario. The role involves daily office support, answering phones, mail distribution, and student assistance, with responsibility for Aspen system tasks and confidential records.

The successful candidate will have a two-year college diploma in Office or Business Administration and 1–2 years of related experience, strong communication

Qualifications

• Two-year college diploma in Office Administration or Business Administration.
• 1-2 years related work experience.
• Excellent time management, organizational and multi-tasking skills.
• Strong communication and interpersonal skills.
• Proficient in Word, Excel, Publisher and PowerPoint.
• Knowledge of Aspen (or similar relational database) and Navision is an asset.
• Maintain confidentiality in all aspects of the position.

Responsibilities

• Assist with the administrative duties of the school on a daily basis.
• Answer phones, open and distribute mail, and assist students as needed.
• Perform receptionist duties including greeting visitors, directing calls, and distributing messages.
• Operate and maintain the Aspen system for attendance, reports, and registrations.
• Maintain confidential records such as OSRs and attendance data.
• Assist with report cards printing and JK registrations.
• Photocopy and distribute correspondence and reports.
• Maintain office supplies and operate general office equipment.
• Support attendance procedures and other duties as directed by administration.

Skills

Time management

Organizational skills

Multitasking

Communication

Interpersonal skills

Problem-solving

Education

Two-year college diploma in Office Administration or Business Administration

Tools

Word

Excel

Publisher

PowerPoint

Aspen

Navision

Job description

CUPE LOCAL 2512

Part-time Administrative Assistant – Main Office (Elementary) [2nd] - Level 3

Specifics on location/schedule identified below

Seniority is not a determining factor

The Waterloo Catholic District School Board with a total student population of 38,000, provides services to students in 52 schools (Kindergarten to Grade 12) across the Waterloo Region.

The Board conducts intentional recruitment and selection as it seeks to achieve a state of greater equity for employees and students and to diversify its workforce.

All qualified applicants are welcome and encouraged to apply and applicants may choose to indicate if they are from a group who has experienced racial or social discrimination. Self-identification data will be used as a consideration in this posting. Aggregate data will be stored anonymously to support improvements to the Board’s hiring processes.

General Description of Duties:

• To assist with the administrative duties of the school on a daily basis.
• Responsible for answering phones, opening and distributing mail and assisting students with their needs.
• Perform receptionist duties such as receiving and directing visitors, receiving and placing telephone calls, distributing mail/couriers/faxes/emails, recording and distributing messages, signing for material delivered or services rendered, responding to inquiries where directed by the principal, scheduling meetings and appointments.
• Operate, maintain and update the Aspen System and use the Aspen System for attendance purposes, recording new information, creating school reports and registrations.
• Compile, maintain and file confidential records such as Ontario Student Records (O.S.R.), staff and student absenteeism, requisitions and reports.
• Assist with reporting card printing and J/K registration.
• Photocopy and distribute correspondence and reports such as letters to parents, monthly newsletters, memos, monthly reports and confidential records.
• Maintain office and school supplies.
• Operate general office equipment such as photocopiers, fax machines, PA system and computers.
• Facilitate student attendance procedures.
• Perform other duties as directed by school administration.

Minimum Requirements:

• Two (2) year college diploma in Office Administration or Business Administration.
• 1 - 2 years related work experience.
• Ability to plan work from general procedures and make decisions using ingenuity, initiative, judgment and resourcefulness.
• Excellent time management, organizational and multi-tasking skills in a busy work environment.
• Strong communication and interpersonal skills.
• Strong problem-solving, conflict resolution,
• Proficiency in Word, Excel, Publisher and PowerPoint software.
• Knowledge and ability in Aspen (or similar relational database), and Navision (an asset).
• Knowledge of the Board and Ministry policies and procedures would be a definite asset.
• Maintain confidentiality in all aspects of the position

Hourly Rate: $28.95 to $30.39 per hour

Hours of Work: Permanent Part-time, 17.5 hours per week
(hours to be confirmed by the Administrator)

Location: Holy Spirit Catholic Elementary School, Cambridge, ON

Weeks/Year: Approx. 41 weeks/year (10 month)

Effective Date: As soon as possible

Applicants must attach diplomas/certificates required for this position to the resume in order to be considered a candidate for the position.

The successful candidate will be required to produce a satisfactory Vulnerable Sector Criminal Background Check. For further information refer to policy APS 038 on the website of the Waterloo Catholic District School Board.

At WCDSB, we are committed to respecting your privacy and will take appropriate measures to protect any personal information you may share with us through the job application process. Personal information is collected under the authority of the Education Act, R.S.O. 1990, c. E.2, s. 171(1)3, and pursuant to section 28(2) of the Municipal Freedom of Information and Protection of Privacy Act (MFIPPA). The information collected will be used for the purpose of determining eligibility and qualifications for employment and for administering human resources and employment-related functions. Questions regarding this collection may be directed to the Board’s Privacy Officer at 519-578-3660 ext. 2381.