Administrative Assistant I (IT) - Permanent

St. Clement's School; Sherwood Park; On-site; CAD 45,000 - 60,000; Full time

Job summary

A leading school division in Alberta is seeking a full-time Administrative Assistant I in the Information Technologies department. This role involves providing comprehensive administrative support, organizing meetings, and assisting with personnel administration. The successful candidate will have strong communication skills, attention to detail, and relevant experience in an office environment. The position offers a comprehensive benefits package and a supportive work environment.

Benefits

Comprehensive Benefit package

Qualifications

• Three years of related experience in an office environment.
• Education supplemented by a related one-year program.

Responsibilities

• Provide administrative support to IT directors and staff.
• Organize meetings and maintain records for the IT department.
• Assist in hiring processes and coordinate professional development.

Skills

Written communication

Verbal communication

Organization

Time management

Attention to detail

Problem-solving

Independence

Education

High School Diploma

One-year program in secretarial or business administration

Tools

Office 365

Google Suite

Sharepoint

Job description

Elk Island Public Schools (EIPS) is one of the largest school divisions in Alberta, serving the education needs of approximately 17,950 students in 42 schools. Every day, the staff and students of EIPS are encouraged to pursue opportunities to grow and discover their passions in life. We pride ourselves on providing staff and students with the tools to achieve success by offering dynamic programming, current resources, and practical professional learning opportunities.

Providing services for the Division, Central Services is comprised of eight departments, in addition to the Board of Trustees. The departments include Education Executive, Communication Services, Facility Services, Student Transportation, Human Resources, Financial Services, Supports for Students and Information Technologies. Central Services is staffed by 190 employees.

EIPS is recruiting a full-time Administrative Assistant I with our Information Technologies (IT) department. Information Technologies is located at our Central Office in Sherwood Park, Alberta.

• Commencing June 30, 2025
• 37.5 Hours per week (7.5 hours/day)
• 12-month position
• Elk Island Public Schools offers a Comprehensive Benefit package for permanent employees
• Open to Internal and External Applicants

• Click on Sign in With Employee Email to be considered an Internal Applicant

FUNCTION AND PURPOSE OF POSITION

This position primarily provides administrative support to the Directors of the Information Technologies department. It also includes providing support to the Executive Director, Business Manager, Records Management Coordinator and Systems Analysts working within the Information Technologies department. Duties range from supporting two directors, general office tasks, and assisting staff in the positive and efficient operation of the Information Technologies (IT) department.

KEY DUTIES & RESPONSIBILITIES

Administrative Support

• Supporting directors and IT personnel in the creation of project documents, reports, charters, plans, change requests, and communications.
• Organize and schedule meetings, record meeting notes and follow up on action items, document and distribute meeting summaries
• Liaise with schools and Central Office departments including Human Resources, Payroll, Finance, Purchasing, Facilities, Education Executive, Supports for Students, Transportation
• Order office supplies and arranging for office equipment maintenance
• Assist in arranging, coordinating and scheduling professional development sessions, planning days, conferences, and other events for the Information Technologies department (travel reservations, conference fees, facility bookings, etc.)

• Assist in arranging and scheduling professional development offered by the department to school staff/system PD days (monitor sessions for minimum attendance, provide a list of registrants)

• Support hiring processes and schedule interviews as requested

• Supporting records management by maintaining IT department records and ensuring proper storage, retrieval, and disposal

• Supporting the Records Management Coordinator with division records and data systems in collaboration and support of all departments and schools

• Supporting service, data, and network teams by scheduling and coordinating communications, documentation, and change management

• Drafting, composing, and formatting a variety of documents including correspondence, capital plans, results reviews, strategic plans, updating administrative procedures, handbooks, Weekly Wrap-Up articles, FAQs, letters, technical documentation, and other documents

• Assisting with purchasing of division technology and coordination of parts ordering

• Submitting service request tickets with the IT helpdesk on behalf of the directors or other staff to initiate tasks and work items
  

Personnel Administration

• Advises Human Resources of personnel changes
• Maintain policy and procedure related to personnel issues
• Ensure that job descriptions for the department are prepared and kept current
• Receive, prepare and distribute evaluation reports and other personnel documentation
• Coordinate department flex and vacation forms and schedules
• Review staff absences and weekly attendance authorization

Reception and Office Support

• Answer calls and address inquiries, if needed direct calls to the appropriate team member
• Respond to requests from Central Services administrators and staff, school administrators and office staff
• Respond to requests from external consultants, contractors, vendors
• Relief central office front reception

EDUCATION AND EXPERIENCE

Education

• High School Diploma
• Supplemented by related one-year program (e.g., secretarial, business administration)

Experience

• Three years of related experience in an office environment

Equivalencies will be considered.

KNOWLEDGE, SKILLS AND ABILITIES

• Written communication
• Verbal communication
• Organization
• Time management
• Attention to detail
• Problem-solving
• Technology- up to date in a variety of software applications including Office 365, Google Suite, Sharepoint
• Independence

For more information, please contact Nathan Sinnamon, Director, Information Technologies, at 780-417-8231 or email [e-mail].

Only online applications will be accepted.

Elk Island Public Schools appreciates and considers all applications; however, we only contact candidates who are selected for interviews.

If you require assistance with the application system, please call Apply to Education at 1-877-900-5627 or email [e-mail].