Administrative Assistant

Abbotsford School District; Abbotsford; On-site; CAD 40,000 - 60,000; Full time

Job summary

A regional school district in Canada seeks an Administrative Assistant—Level I for Facilities Maintenance to provide comprehensive administrative support. The role requires excellent customer service skills, a Grade 12 diploma, and proficiency in Microsoft Office. The successful candidate will manage databases, report generation, and assist with facility operations, ensuring confidentiality and professionalism throughout.

Benefits

Extended Health & Dental Plan

Pension contributions to Municipal Pension Plan

Qualifications

• Minimum of 2 years of recent work experience in a related field.
• Class 5 BC Driver’s License required.
• Proficiency in Microsoft Office and ability to learn new software.

Responsibilities

• Provide administrative support to maintenance departments.
• Maintain confidentiality in all school district matters.
• Generate payroll reports for the accounting department.

Skills

Customer service skills

Interpersonal skills

Data entry accuracy

Multi-tasking

Microsoft Office proficiency

Education

Grade 12 diploma

6-month certificate in Administration

Tools

Excel

Access

Job description

Overview

The Abbotsford School District is located on the traditional and unceded territory of the Semá:th First Nation and Mathxwí First Nation. With this, we respect the longstanding relationships that Indigenous Nations have to this land, as they are the original caretakers.

Why the Abbotsford School District?

Working in public education is both challenging and rewarding, but at the Abbotsford School District we truly believe that every one of our employees has the opportunity to help children learn, grow, and succeed. Every day, in every classroom and office at Abbotsford School District, our employees provide a world-class, innovative educational experience for over 19,000 students. We provide a workplace that fosters creativity, inspires excellence, and challenges everyone to embrace growth.

Why Abbotsford?

Located under an hour from Vancouver, the Abbotsford School District is settled in the heart of the beautiful Fraser Valley and surrounded by spectacular mountain views.

Position Summary

This unionized position is a 12-month, continuing position. Hours of work are Monday to Friday, 7:30 AM to 3:00 PM. This position is eligible to participate in the Extended Health & Dental Plan, as well as pension contributions to the Municipal Pension Plan.

Under the general direction of the Manager, Facilities Operations or designate, the Administrative Assistant—Level I—Facilities Maintenance effectively provides a variety of administrative support to the maintenance departments. This position provides daily assistance and customer service to facilities managers, contractors, staff and the general public, in a professional and courteous manner.

The position involves maintaining confidentiality in all matters of the school district and current, proficient knowledge of the documentation practices, reporting requirements, School District Policies and Procedures, and/or Facility specifications.

Specific Accountabilities

• The position involves strong customer service and interpersonal skills using tact and diplomacy to manage difficult situations, the ability to prioritize and organize large volumes of requests, incoming calls and experience in maintaining a large database with consistent, accurate information.
• Collect and verify timekeeping information for all unionized trade maintenance staff.
• Generate payroll reports for the accounting department in a timely manner.
• Enter data into the work order system and generate reports.
• Maintain a database of utility consumption and costing data. This includes data entry, account updating and verification of data accuracy.
• Maintain and distribute waste, recycling and compost pick-up schedules. Working with site contacts and the service contractor to schedule additional pick-ups as required.
• Responsible for compiling, verifying and uploading GHG emission data into the province’s GHG emissions database.
• Maintain and/or update Department Forms and Procedures Manuals as required; posting new or updated information or forms to the intranet as required.
• Maintain a variety of office records in accordance with District Policies and Procedures; this includes (but not limited to) sorting, filing and maintaining correspondence, records, documents, etc.
• Responsible for mail room activities such as distributing and sorting mail, and shipping and receiving.
• Perform all regular daily and monthly accounting duties (preparing chargeback reports, reconciling M/C statements and invoices, processing PO’s, journal entries, cheque requests etc.).
• Complete the key duties of the Custodial and Maintenance Administrative Assistant during their absences.
• Other assigned duties as required.
• Support delivery services, fee collection and payment processing for transportation services.

Qualifications, Knowledge, Skills, And Abilities

Grade 12 diploma, or equivalent, supplemented by completion of a 6-month certificate in Administration/Applied Business Technology, or other related certifications may be considered. Intermediate level spreadsheet and database computer applications such as Excel or Access is required. A minimum of 2 years of recent work experience in a related field is required. A class 5 BC Driver’s License. As well, incumbents also require the following:

• Completion of Microsoft Office training and experience using internet and internet-based programs, with the ability to learn other software programs;
• Proven ability to determine, judge and select appropriate courses of action in accordance with established policies and procedures;
• Understanding and awareness of cultural diversity;
• Proven ability to multi-task, prioritize, self-motivate, and meet deadlines;
• Proven ability to communicate effectively both orally and in writing, and to provide service and relationship to the public and School District in a professional, respectful, positive and courteous manner;
• Proven ability to establish and maintain positive, effective work relationships in a team environment at all times;
• Proven ability to use tact and discretion and maintain confidentiality in matters pertaining to the School District;
• Working knowledge of WHMIS and WorkSafe BC occupational health and safety regulations and the demonstrated ability to work in a manner that recognizes personal safety and the safety of others;
• Ability to be flexible, adaptable and resilient to change;
• Ability to explain complex or simple instructions or information clearly to others;
• Working knowledge of Finance and Purchasing Programs, MS Office, Internet and Internet-based programs;
• Proven ability to provide highly accurate data entry with attention to detail.