Admin Support (5)

Edmonton Catholic Schools; Edmonton; On-site; CAD 47,000 - 54,000; Full time

Job summary

Edmonton Catholic Schools is seeking a temporary Administrative Support (5) to assist the Financial and Business Operations team. Responsibilities span financial operations, accounts payable/receivable, attendance, payroll, and general admin support across multiple sub-units.

Ideal candidates will have a High School diploma with related office administration experience, strong accounting understanding, and proficiency with Cayenta and attendance systems.

Qualifications

• High School diploma or equivalent with related office administration experience.
• Knowledge of basic accounting principles and financial procedures.
• Familiarity with division policies and union agreements.

Responsibilities

• Support Financial Operations, Printing Services, Infrastructure & Maintenance, Electronic Services, Warehouse, Custodial, and Energy and Environmental Services units.
• Enter, review, approve, monitor, and compile data following PSAS and procedures.
• Prepare cash/cheque deposits and processing of journal entries.
• Handle invoicing, accounts payable/receivable, and GST calculations.
• Process payroll hours and attendance records.
• Provide software training for financial and attendance systems.
• Maintain electronic records and support process improvements.

Skills

Numerical skills

Organizational skills

Communication skills

Problem solving

Attention to detail

Deadline orientation

Education

Office administration diploma

Tools

Cayenta

Work Request Self‑Service

Inventory Shopping Cart

Attendance system

Security systems software

Job 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 50,000 students and over 5,500 employees in 95 schools plus other sites.

Admin Support (5)

• Requisition ID: 12033
• Hours Per Week: 35
• Position: Existing
• FTE: 1
• Department: Financial and Business Operations
• No Months Per Year: 12
• Position Status: Temporary
• Employee Group: Unifor
• Rate of Pay: $47, 028 - $53, 976
• Posting Closing Date: 10/30/26

Facility Services at Edmonton Catholic Schools is seeking a temporary Administrative Support (5) to support their Financial and Business Operations Team! The job supports a range of financial and administrative activities for Financial Operations, Printing Services, Infrastructure & Maintenance, Electronic Services, Warehouse, Custodial, and Energy and Environmental Services sub‑units. This position performs a variety of tasks including entering, reviewing, approving, monitoring, analyzing, and compiling data to ensure financial and administrative work is performed in line with Division Administrative Procedures, Public Sector Accounting Standards (PSAS), union Collective Agreements, and department practices. The responsibilities of the position range from routine and non‑complex and non‑routine and complex duties.

RESPONSIBILITIES

Financial Operations

• Prepare cash and cheque deposits and process related journal entries;
• Prepare, review, and approve journal entries with accurate GL coding for Facility Services operations
• Complete month-end activities, including reconciliations, journal reviews, and financial reporting;
• Prepare and maintain financial reports and reconciliations related to utilities, inventory, labour, and departmental operations;
• Coordinate and deliver training on departmental procedures, systems, and new initiatives;
• Train new employees on purchase orders, absence management, digital forms, and timesheet applications;
• Provide guidance on financial and administrative processes to ensure compliance with established practices.

Accounts Receivable and Payable

• Create and process invoices, including appropriate coding and GST application;
• Apply customer payments and maintain accurate accounts receivable records;
• Generate and review accounts receivable reports, including aged receivables;
• Follow up on outstanding balances and resolve customer billing inquiries;
• Code and process invoices and allocate costs to the appropriate work orders or projects.;
• Review employee expense claims, purchase orders, discounts, and GST calculations for accuracy;
• Reconcile vendor accounts, resolve invoicing discrepancies, and maintain accurate records;
• Respond to vendor, department, and school inquiries regarding invoices and payments.

Attendance and Payroll

• Prepare, review, and approve labour timesheets and payroll-related entries;
• Track and reconcile overtime, banked time, absences, and reimbursements in accordance with Collective Agreements;
• Prepare reports and maintain attendance records and investigate discrepancies within attendance management systems.

Department and Administrative Support

• Provide software support and training related to financial, attendance, and job-costing systems;
• Maintain electronic records and documentation, including scanning and uploading supporting documents;
• Support departmental initiatives, process improvements, and special projects.;
• Serve as a central point of contact for Facility Services and perform other related duties as assigned.

QUALIFICATIONS

• High School, a diploma in an area related to office administration, plus three years of directly related experience;
• Knowledge of basic accounting principles and financial services policies and procedures;
• Knowledge of electronic systems including Cayenta, Work Request Self‑Service, Inventory Shopping Cart, attendance system and security systems software;
• Awareness of Alberta Education and Alberta Infrastructure policies, procedures and regulations related to maintenance and construction projects;
• General knowledge of staffing principles, Unifor and AUPE Collective Agreements;
• Knowledge of department policies, procedures, business and operations;
• Knowledge of Microsoft programs including Office 365, Word, Excel, Outlook and Internet Explorer;
• Strong independent problem‑solving, decision making, and analytical skills;
• Ability to work with numbers and attention to detail;
• Strong organizational skills with the ability to meet deadlines and balance competing/conflicting priorities;
• Ability to perform complex tasks independently using considerable judgement;
• Strong verbal and written communication skills;
• Ability to work within tight timelines, while maintaining a high level of accuracy;
• Ability to develop and maintain relationships with Division staff and client contacts, requiring tact and courtesy.

Edmonton Catholic Schools is committed to maintaining a respectful and inclusive workplace that welcomes and values candidates from diverse backgrounds. We hire employees of all faiths for non‑teacher positions.

As a Catholic School Division receiving public funding, our schools and departments are imbued with our Catholic Faith. Candidates are expected to exhibit respect and sensitivity towards our Catholic beliefs and practices embraced by both students and staff.

Edmonton Catholic Schools offers a comprehensive benefits program based on contract status as part of its total compensation package.

Before employment, successful candidates will be required to submit a Police Information Check and Intervention Record Check dated within six months of hiring.

Due to the high volume of applications received, only qualified candidates who are shortlisted will be contacted.