Admin Support (4)- Warehouse Program Assistant

Edmonton Catholic School Division; Edmonton; Hybrid; CAD 42,000 - 54,000; Full time

Job summary

Edmonton Catholic Schools is seeking an Administrative Support to join the Warehouse Services team. This role provides essential support to the Manager and Supervisor, coordinating administrative, inventory, financial and customer service activities across the division.

The successful candidate will be organized, detail-oriented, comfortable with systems and numbers, and serve as a go-to resource for schools and departments. Strong MS 365 and inventory/financial system familiarity is required.

Qualifications

• High school diploma plus a diploma in office administration or related field and a minimum of three years of related experience.
• Strong knowledge of office administration practices and experience using Microsoft 365 and electronic financial and inventory systems.
• Working knowledge of inventory control, basic accounting, financial processes and records management.
• Understanding of privacy, access to information, workplace safety and occupational health and safety requirements.

Responsibilities

• Coordinates day-to-day office operations and administrative activities.
• Prepares, formats and maintains correspondence, reports, summaries and other documents.
• Maintains records and filing systems in accordance with established requirements.
• Orders and maintains office supplies.
• Provides administrative support to the Manager and Supervisor as required.
• Serves as a first point of contact for Warehouse Services and the inventory shopping cart system
• Responds to and coordinates inquiries, requests, issues and information received by the office.
• Builds positive working relationships with schools, Division departments, other school jurisdictions and external clients.
• Maintains and updates the online Warehouse Services catalogue.
• Posts, updates and removes information on the unit's website/portal.
• Creates, enters, reviews and processes inventory and manual orders
• Compiles daily orders and prepares them for picking and processing.
• Distributes orders based on established pick routes.
• Generates regular and ad hoc inventory and order reports.
• Monitors orders, investigates shortages and helps resolve inventory issues.
• Reviews packing slips and purchase orders for accuracy and follows up on discrepancies.
• Prepares, receives and distributes invoices.
• Reconciles statements, receipts and other financial documentation.
• Prepares receipts and deposits for processing.
• Completes monthly reconciliations and submits required documentation to Financial Services.
• Ensures financial information is complete and accurate.

Skills

Organizational skills

Time management

Written and verbal communication

Customer service

Attention to detail

Independent work

Relationship building

Professionalism and discretion

Education

Diploma in office administration or related field

Tools

Microsoft 365

Inventory systems

Electronic financial systems

Job description

The department of Warehouse Services at Edmonton Catholic Schools is seeking an administrative support (4) to join their team! This position provides comprehensive administrative support to the Manager and Supervisor, Warehouse Services and plays an important role in keeping Warehouse Services operations organized and running smoothly. Successful candidate will coordinate administrative, inventory, financial and customer service activities that support schools and departments across the Division. This role is a great fit for someone who is organized, detail-oriented, comfortable working with systems and numbers, and enjoys being a go-to resource for others

RESPONSIBILITIES

Administrative Support

• Coordinates day-to-day office operations and administrative activities.
• Prepares, formats and maintains correspondence, reports, summaries and other documents.
• Maintains records and filing systems in accordance with established requirements.
• Orders and maintains office supplies.
• Provides administrative support to the Manager and Supervisor as required.

Communication & Information

• Serves as a first point of contact for Warehouse Services and the inventory shopping cart system
• Responds to and coordinates inquiries, requests, issues and information received by the office.
• Builds positive working relationships with schools, Division departments, other school jurisdictions and external clients.
• Maintains and updates the online Warehouse Services catalogue.
• Posts, updates and removes information on the unit's website/portal.

Inventory & Order Processing

• Creates, enters, reviews and processes inventory and manual orders
• Compiles daily orders and prepares them for picking and processing.
• Distributes orders based on established pick routes.
• Generates regular and ad hoc inventory and order reports.
• Monitors orders, investigates shortages and helps resolve inventory issues.
• Reviews packing slips and purchase orders for accuracy and follows up on discrepancies.

Financial Support

• Prepares, receives and distributes invoices.
• Reconciles statements, receipts and other financial documentation.
• Prepares receipts and deposits for processing.
• Completes monthly reconciliations and submits required documentation to Financial Services.
• Ensures financial information is complete and accurate.

QUALIFICATIONS

• High school diploma plus a diploma in office administration or a related field, and a minimum of three years of related experience.
• Strong knowledge of office administration practices and experience using Microsoft 365 and electronic financial and inventory systems.
• Working knowledge of inventory control, basic accounting, financial processes and records management.
• Understanding of applicable privacy, access to information, workplace safety and occupational health and safety requirements.

SKILLS & COMPETENCIES

• Strong organizational and time-management skills with the ability to manage competing priorities.
• Excellent written and verbal communication and customer service skills.
• Strong attention to detail and confidence working with numbers, financial information and inventory records.
• Ability to work independently, exercise sound judgment and solve problems.
• Ability to build positive working relationships and collaborate effectively with colleagues and clients.
• Professionalism, discretion and the ability to appropriately handle confidential information