Admin Support (5)

Edmonton Catholic Schools; Edmonton; On-site; CAD 42,000 - 54,000; Full time

Job summary

Edmonton Catholic Schools seeks an Administrative Support (5) temporary position to assist the Financial and Business Operations Team. You will handle financial data entry, journal entries, month-end tasks, and attendance/payroll support for multiple sub-units, ensuring compliance with PSAS and division policies.

Responsibilities include invoicing, GST processing, expense review, and training staff on systems. Strong accuracy, communication, and problem-solving are essential in this role.

Qualifications

• Diploma in office administration or related field and 3 years of related experience.
• Strong knowledge of basic accounting principles and procedures.
• Experience with Cayenta and other financial systems is preferred.
• Familiarity with Alberta Education policies and AUPE/Unifor agreements.
• Proficiency in Microsoft Office and data analysis basics.

Responsibilities

• Prepare deposits, process journal entries, and ensure accurate GL coding.
• Complete month-end activities and assist with financial reporting for operations.
• Manage accounts receivable/payable including invoicing and GST calculations.
• Track attendance, payroll entries, and reconcile absences per collective agreements.
• Provide software support and maintain electronic records and documentation.
• Serve as central contact for Facility Services and support special projects.

Skills

Microsoft Office 365

Attention to detail

Analytical skills

Communication skills

Organizational skills

Education

Diploma in Office Administration

High School Diploma

Tools

Cayenta

Work Request Self-Service

Inventory Shopping Cart

Attendance system

Security systems software

Job description

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.