Administrative Assistant - Lead (Elementary) – St. Dominic Savio CES (K)

CUPE Local 2512
Administrative Assistant Lead (Elementary) Level 6
Job Posting C-2025-18
Seniority is a determining factor.

The Waterloo Catholic District School Board with a total student population of 38,000, provides services to students in 50 schools (Kindergarten to Grade 12) across the Waterloo Region.

The Board conducts intentional recruitment and selection as it seeks to achieve a state of greater equity for employees and students and to diversify its workforce.

All qualified applicants are welcome and encouraged to apply and applicants may choose to indicate if they are from a group who has experienced racial or social discrimination. Self-identification data will be used as a consideration in this posting. Aggregate data will be stored anonymously to support improvements to the Board's hiring processes.

General Description Of Duties

• Operate, maintain, and update the Aspen System and use the Aspen System for attendance purposes, school reports, registrations, transfers and retirements.
• Responsible for accurate payment and invoicing for all school generated funds following all processes as identified by Business & Finance.
• Operate, maintain, and manage the school generated funds accounting and online payment system, School Cash Online.
• Compile and maintain school account information and maintain the ongoing yearly budget file for the school.
• Compile, maintain and file confidential records such as Ontario Student Records (O.S.R.), budget records, staff and student absenteeism, requisitions, school council records and reports.
• Perform reception duties such as receiving and directing visitors, receiving and placing telephone calls, distributing mail/couriers/faxes/emails, recording and distributing messages, responding to inquiries where directed by the principal, scheduling meetings and appointments.
• Complete all student registrations, transfers, and related procedures.
• Compose, process, and distribute correspondence and reports such as letters to parents/administration, monthly newsletter (with the direction of the Administrator), monthly reports and confidential records; report card printing for teaching staff (3 times per school year).
• Order, receive, distribute and maintain office and school supplies.
• Facilitate student attendance procedures and visitor/volunteer procedures.
• Coordinate the duties of the administrative assistant staff where the school has an Administrative Assistant (Elementary) position.
• Maintain First Aid supplies and log book as well as support the safe distribution and logging of student medications.
• Maintain and provide all school level and Board forms and templates.
• Operate general office equipment such as photocopiers, fax machines, PA system, walkie talkies and computers.
• Other duties as assigned.

Job Requirements:

• Elementary and secondary administrative assistants will be provided with first consideration.
• Possess a two (2) year college diploma in Office Administration or Business Administration.
• 1-2 years related work experience.
• Excellent organizational and multi-tasking skills in a busy work environment.
• Strong communication and interpersonal skills.
• Strong problem solving, conflict resolution, decision making, and leadership skills.
• Knowledge of basic accounting principles.
• Advanced level knowledge and demonstrated ability in Word, Excel, Publisher and PowerPoint software.
• Demonstrated knowledge and ability in Aspen (or similar relational database i.e. Trillium), School Cash Suite KEVGROUP.
• Knowledge of the Board and Ministry policies and procedures would be a definite asset.

Hourly Rate: $30.86 - $32.48 per hour
Hours of Work: Permanent Full-time, 35 hours per week
Weeks/Year: Approximately 43 weeks/year
Location: St. Dominic Savio Catholic Elementary School, Kitchener, ON
Effective Date: ASAP
Applications Will Be Considered In The Following Order:

• Qualified permanent CUPE Bargaining Unit employees, with seniority.
• Qualified probationary and temporary CUPE employees, including employees in other Bargaining Units/Associations.

Qualified applicants are invited to submit a resume and covering letter. Please see the Application Process below.

Applicants must attach diplomas/certificates required for this position to the resume in order to be considered a candidate for the position.

Application Process:
Internal Applicants:
Applicants are required to apply directly through Apply to Education at: Applytoeducation assistance, contact 1-877-900-5627 (Monday - Friday, 7:30 am - 7:00 pm EST.)

In the application process, identify your qualifications and abilities, such as relevant experience, to perform the duties of this job. Include your Diplomas/Certificates in your application.

Incomplete applications may not be considered.

Applications will be accepted up until 4:00pm on April 29, 2025.

The Waterloo Catholic District School Board is welcoming of candidates from diverse communities, backgrounds and identities and encourages applications from qualified members of these groups. Applicants are invited to self-identify if you are First Nations, Metis, Inuit, a member of a visible minority group(s) or a person with disabilities. This information is collected under the authority of the Ontario Human Rights Code and will be used to keep track of recruitment information. No personal information will be included.

To request this file in large print, please email. If you require a disability related accommodation to participate in the recruitment process, please contact us at (519) 578-3677, extension 2368 to discuss your needs under the Human Rights Code. Responses to inquiries will be provided within 72 hours.

At WCDSB, we are committed to respecting your privacy and will take appropriate measures to protect any personal information you may share with us through the job application process. All personal information is collected under the authority of the Municipal Freedom of Information and Protection of Privacy Act and will be used to determine qualifications for employment. For more information about the Board's Privacy Policy, please contact our Privacy Officer at 519-578-3660 Ext. 2381.

The successful candidate will be required to produce a satisfactory Vulnerable Sector Criminal Background Check. For further information refer to policy APS 038 on the website of the Waterloo Catholic District School Board.