2025-2026 Casual / On-Call Administrative Assistant

St. Clement's School; Nelson; On-site; CAD 30,000 - 60,000; Part time

Job summary

A local school district in Canada is seeking Casual / On-Call Administrative Assistants for the 2025-2026 school year. Candidates will perform a variety of administrative duties including handling student records, managing office operations, and assisting with scheduling events. The role requires a Grade 12 education, office administration experience, and First Aid Level 1. This position plays a crucial role in ensuring the smooth operation of the school environment, with a focus on confidentiality and effective communication.

Qualifications

• Minimum two years office administration experience.
• First Aid Level 1 certification is required.
• Keyboarding speed of 50 w.p.m.

Responsibilities

• Manage front office operations and assist visitors.
• Schedule appointments and organize events.
• Perform accounting duties including managing expenses.
• Maintain and manage student records and related systems.

Skills

Conflict resolution

Customer service expertise

Teamwork abilities

Effective communication

Organizational skills

Education

Grade 12

Office Administration program certificate

Tools

Microsoft Office

Job description

School District 8 - Kootenay Lake is looking for qualified candidates to work on an as needed basis as Casual / On-Call Administrative Assistants for the 2025-2026 School Year. Qualified candidates will be considered for placement on the established casual lists for each of the Family of Schools within the District: Creston, Crawford Bay, Nelson, Salmo, Kaslo, and Slocan Valley.

All awarded applicants will be required to join the CUPE Local 748 Union.

Note: A Vulnerable Sector Criminal Record Check will be required from successful applicants, with a review every five (5) years.

Position Description

Performs administrative, secretarial, basic accounting, cashiering, reception, and clerical services in a confidential environment within a school, ensuring the efficient operation of the school. Manages student information using the provincial student information system to meet school reporting requirements. Work is varied and requires independent judgment and initiative.

Reports to

Principal or designate.

Direct Reports

N/A

Duties & Responsibilities

• Front office management
• Sign in and direct visitors, respond to a wide variety of external/internal inquiries by telephone, e‑mail and in person.
• Schedule appointments and meetings and assist with organizing events and field trips.
• Maintain and order office and stationary supplies, materials, learning resources and manage equipment.
• Submit and monitor maintenance requisitions.
• Manage mail, faxes, and courier items.
• Reconcile credit card statements, bank statements, invoices etc., and ensure expenses are accurately coded.
• Perform accounting duties including accounts receivable and payable, journal entries, cash handling, and account reconciliations.
• Record and file minutes and proceedings for staff and committee meetings.
• Ensure maintenance of telephone/voicemail system.
• Compose letters, memos, forms, financial reports, office procedures and other documents. Maintain records and files.
• Assist with school start‑up and year‑end procedures including textbook distribution, awards and transition programs, ministry forms, prepare and enter transcript data.
• Monitor school/departmental budgets including financial transactions and handling currency.
• Maintain staff attendance records including for on‑call staff and monitor completion of time sheets and reconcile for staff reports.
• Maintain student records including management of the student information systems. Enter data, generate attendance records, and reports.
• Perform new student registrations and transfers, confirming paperwork is complete.
• Update content and maintain department/school website, calendar, bulletin board, and web forms.
• Coordinate facilities rentals, including preparing the rental applications, invoicing, and accounts receivable.
• Arrange travel and/or accommodations and meeting facilities.
• The above job description reflects the principle functions of the job. Other comparable or transient duties which are within the area of knowledge and skills required by the job description may also be assigned.

Education & Experience

• Grade 12.
• Completion of an Office Administration program certificate or equivalent post‑secondary education.
• Minimum two (2) years office administration experience.
• First Aid Level 1.
• Keyboarding 50 w.p.m.

Skills & Competencies

Skills

• Strong conflict resolution skills and an ability to manage difficult situations with tact and diplomacy.
• Customer service expertise, and proficiency in building relationships.
• Strong collaboration and teamwork abilities.
• Proactive and initiative‑driven mindset.
• Effective communication, organizational and time management skills, along with attention to detail.

Knowledge

• Considerable knowledge and/or experience with computerized accounting, bookkeeping and record‑keeping systems commensurate with the school’s operating procedures.
• Advanced knowledge of computer software in a Windows environment, including word processing, spreadsheet, database, Microsoft Office and web‑based applications.
• Knowledge and understanding of district processes in order to communicate effectively to solve practical problems.
• Specific knowledge required to perform the functions of the job captioned under the Duties and Responsibilities.
• Considerable knowledge and ability to operate and troubleshoot a variety of office equipment.

Ability

• Ability to maintain effective working relationships with the public, students, teachers, principals, and other employees, in addition to various outside agencies/suppliers.
• Ability to understand and implement office procedures.
• Ability to organize and prioritize workload with limited supervision including managing requests and problem‑solving.
• Ability to convey information and sustain productive working connections.
• Ability to take meeting minutes.
• Ability to establish, organize and maintain accounting, bookkeeping and record‑keeping systems.
• Ability to perform tasks requiring extended periods of concentration.
• Ability to handle frequent interruptions while working.
• Ability to adhere to deadlines, including flexibility and adaptability.

Responsibility

• Exhibit professionalism and adhere to the district mission, vision and values as outlined in the strategic plan.
• Adhere to District policies, procedures and safety protocols.
• Manage confidential and sensitive information with discretion and professionalism.
• Work with minimal supervision, following established practices and/or methods.
• Maintain a high level of confidentiality.

Working Environment

• Extended periods of sitting or standing in one place.
• Extended periods of keyboarding and prolonged screen time.
• Working in a fast‑paced work environment, managing time constraints, navigating frequent interruptions, and handling challenging interactions with the public.
• Work is indoors in clean and well‑maintained buildings.
• Work includes time pressures and constant interruptions in an often noisy environment.
• Long periods requiring significant concentration.
• High level of contact with students, staff, parents.

Salary

• Wages and employment benefits per CUPE collective agreement.

Key Relationships

Good working relationships with:

• School District 8 Staff
• Students
• Parents
• PAC
• Vendors
• General Public

Additional Information

School District 8 supports equity hiring for Indigenous applicants.

If you are experiencing any technical issues with your application process, please contact Make A Future's customer service line as HR cannot upload or assist with these types of issues. We also cannot accept documents via e‑mail such as cover letters/resumes/transcripts/teaching reports via e‑mail as they do need to be part of the employee's Make a Future profile.