Administrative Assistant (Acting)

Toronto District School Board; Toronto; Hybrid; CAD 67,000 - 81,000; Full time

Job summary

The Toronto District School Board is seeking an Administrative Assistant (acting position) in the People and Culture department. This role provides confidential administrative support to managers, prepares reports, and manages payroll, benefits and records.

It entails supervision of clerical staff, budget monitoring, and liaison with staff and external organizations in a 12-month assignment. Location is 5050 Yonge Street with a hybrid work structure; the posting notes the acting assignment ends

Qualifications

• Secondary school diploma plus one year additional course in Business Administration with three years of related administrative experience.
• CPA designation or working towards certification.
• Proficient in spreadsheet and database applications; HR/Payroll and financial information systems, email, word processing, presentation packages and internet.

Responsibilities

• Provide confidential administrative support to Managers.
• Prepare reports and correspondence.
• Respond to inquiries and liaise with staff, the public and external organizations.
• Monitor and maintain financial records.
• Maintain the flow of information and records management and retention schedules.
• Coordinate and supervise the storage and retrieval of archived records.
• Manage budgets and purchase orders using the financial management system.
• Schedule meetings, prepare agendas, take and distribute minutes, and follow up on actions.

Skills

Interpersonal skills

Teamwork

Communication

Organization

Problem solving

Education

Secondary school diploma + Business Admin courses

CPA (Canadian Payroll Association) designation

Tools

Spreadsheet software

Database applications

HR/Payroll systems

Microsoft Office

Job description

Our staff members are the backbone of our system. Becoming a part of the TDSB team means joining a talented community of educators and support staff dedicated to enriching the lives of all students and helping them to achieve success.

The TDSB is one of the largest and most culturally diverse school boards in Canada, with approximately 246,000 students in 584 schools and approximately 40,000 employees. We offer a dynamic, challenging work environment and unmatched career opportunities for our staff. Please review the information provided and explore the exciting career possibilities the TDSB has to offer as we continue to establish ourselves as the leading school board of the new millennium. The Toronto District School Board adheres to equitable hiring and employment practices. We strive to meet the accommodation needs of persons with disabilities. Applicants are encouraged to make their needs for accommodation known in advance during the application process.

Job Description

No.: SCH II-26-2037NTE
POSTED: July 14, 2026
DEADLINE: 4:30 p.m. July 28, 2026

Administrative Assistant
1 – Acting Position
People and Culture
Schedule II, Level 3
(Non-Union, 12 Month)
$67,165 - $80,573

(This acting assignment is expected to end on October 18, 2027)

The Toronto District School Board adheres to equitable hiring, employment and promotion practices.

Overall Purpose

Reporting to the Manager, Compensation, Benefits, and Pension Administration and the Manager, Payroll Services, the Administrative Assistant will:

• Provide confidential administrative support to Managers.
• Prepare reports and correspondence.
• Respond to inquiries and liaise with staff, the public and external organizations.
• Monitor and maintain financial records.
• Maintain the orderly flow of information and accurate records management and retention schedules.

Summary of Duties

• Provide administrative support to create and produce a wide variety of confidential reports and correspondence dealing with matters such as grievances, labour relations, pay equity, legal and budget.
• Supervise clerical/reception staff and archive/records management staff.
• Collect, research, record, compile, analyze and prepare information for various confidential reports, such as grievances and benefit analysis.
• Coordinate and supervise the storage and retrieval of TDSB archived employee/payroll records.
• Provide solutions for the effective and efficient management of electronic applications relating to records management.
• Respond to enquiries regarding related Board and departmental policies, procedures and protocols, collective agreements, payroll and benefits, etc.
• Establish and maintain various databases and spreadsheets.
• Provide support to projects and/or Department processes (i.e., annual mass mailings, assistance during peak periods).
• Update and maintain information for the Department on TDSB intranet site.
• Schedule meetings, prepare agendas, take and distribute minutes/notes of meetings (e.g., departmental, pay equity), including any follow-up action required.
• Liaise with Board staff, including senior managers, school/central administration staff and internal/external organizations regarding related matters.
• Create and track attendance records where appropriate.
• Monitor and maintain budgets for the respective divisions within the departments.
• Create and track all purchase orders and supplies utilizing TDSB’s financial management system.
• Respond and follow-up on telephone and e-mail inquiries, and redirect calls and messages as appropriate.
• Receive, track, forward and/or follow-up on all incoming information/mail.
• Develop and maintain distribution lists.
• Produce and issue statements of conditions of employment (T2200s) annually, and act as point of contact for requests and additional information.
• Maintain accurate records for T2200s.
• Provide leadership in fostering equity and inclusiveness in the development and implementation of programs and services.
• Other duties as assigned.

Qualifications

• Secondary school diploma plus one year additional course in Business Administration (including courses in computers, business writing and communications), with three (3) years of progressively responsible related administrative experience handling a broad range of administrative matters (including composing and editing correspondence, tracking and monitoring departmental budget, taking and transcribing minutes and preparing agendas, etc.,) in a Human Resources environment, or an equivalent combination of education and experience.
• CPA (Canadian Payroll Association) designation, or working towards certification.
• Proficient computer skills that include spreadsheet and database applications.
• HR/Payroll and Financial information systems, email, word processing, presentation packages and internet.
• Supervisory experience with strong team building skills.
• Strong interpersonal skills with proven ability to work as a team player.
• Proven ability to communicate effectively (both orally and in writing).
• Proven ability to organize and coordinate a diverse number of projects.
• Proven ability to prepare accurate reports and summaries.
• Ability to take initiative, work independently and maintain confidential information in a circumspect manner.
• Understanding and working knowledge of related Board and departmental policies and procedures, including records management procedures, collective agreements, employment/labour and Ministry Directives, and benefit plans.
• Understanding and working knowledge of privacy legislation, including Personal Information Protection and Electronic Documents Act (PIPEDA), Privacy Act and Freedom of Information.
• Proficiency in note-taking and minute-taking.
• Ability to work under pressure in order to meet frequent deadlines.
• Proven ability in promoting equitable practices which value inclusiveness and diversity.
• Flexibility to adapt to a changing work environment.

Special Requirements

• Must be available to work evenings sometimes with minimal or no notice.

Additional Information

Location:5050 Yonge Street, Wheelchair Accessible

Only applicants selected for an interview will be contacted. Applications will not be acknowledged in writing.

The Toronto District School Board is deeply committed to promoting Truth, Reconciliation and the rights of Indigenous peoples, Human Rights, Equity and Anti-Racism, and the elimination of Oppressive Practices, in our schools, our workplace and in the communities we serve. We strongly encourage applications from all individuals including those with varied lived experiences that can contribute to the diversification of the workforce at TDSB.

We strive to meet the accommodation needs of persons with disabilities. Applicants are encouraged to make their needs for accommodation known in advance during the hiring process.

The TDSB follows a hybrid work structure where some employees may be able to work remotely at times, based on operations requirements. Please refer to Policy P103, Flexible Working Arrangements for more information.

TDSB uses artificial intelligence (AI) tools to support parts of the recruitment process, including the initial review of applications. These tools operate based on predefined criteria and do not make final hiring decisions. If you have questions or concerns about the use of AI in the recruitment process, please contact [e-mail]