Administrative Support Assistant - Long Term Occasional - 1.0 FTE

Upper Canada District School Board; Eastern Ontario; On-site; CAD 42,000 - 54,000; Full time

Job summary

Upper Canada District School Board is seeking an Administrative Support Assistant to ensure efficient day-to-day office operations in a department with a customer service focus. The role supports management and staff through administrative, clerical and data-entry tasks using various software platforms.

Based in the St. Lawrence Educational Centre Office, the position runs 8:00 am–4:00 pm under CUPE collective agreement.

Qualifications

• Completion of Secondary School Diploma and completion of a one to two years community college diploma in office administration.
• One-year previous office experience is required.
• An equivalent combination of education and experience may be considered

Responsibilities

• Performs project administration assistance related to document control and meeting preparation.
• Supports financial data validation and journal entries with supervision.
• Maintains attendance schedules and HRIS data as required.
• Prepares routine correspondence, memos and spreadsheets.
• Attends meetings at various locations and takes minutes as needed.
• Respects and maintains confidentiality of information.

Skills

Office administration

Project management basics

Budgeting knowledge

MS Office proficiency

Education

Secondary School Diploma; college diploma in Office Administration

Tools

MS Word

Excel

MS Project

Job description

Join The Upper Canada District School Board

Creating Futures, Leading and Learning for All

We are currently accepting applications for Administrative Support Assistant. Under the supervision of the immediate Supervisor/Manager/Principal, the role of the Administrative Support Assistant is to ensure the efficient day-today office administration/operation of a department with a customer service focus. The position supports the work of the management and other departmental staff by providing administrative, clerical and support services using various database software platforms and/or relevant word processing programs.

Details of Assignment: Administrative Support Assistant - Special Education and Student Wellness
St. Lawrence Educational Centre Office - within South Grenville DHS

Hours of Work: 8:00 am - 4:00 pm

This position is covered under the UCDSB/CUPE collective agreement. For more information on employment information such as entitlements, pay, staffing, job protection, union security and dues information under the agreement please click here to view it on our external website.

Qualifications and Experience:

• Completion of Secondary School Diploma and completion of a one to two years community college diploma in office administration.

• One-year previous office experience is required.
• An equivalent combination of education and experience may be considered

Skills Required:

• Familiarization with and experience in project management processes and document control.
• A thorough understanding of department and project workflows to provide overall administrative assistance and support.
• Knowledge of basic budgeting and accounting procedures
• Advanced proficiency in office software applications e.g. Word, Excel, MS Project or similar
• Proficiency with desktop productivity software (electronic calendar, email, tasks) in a Windows environment
• Excellent keyboarding skills – e.g. this position may be required to type minutes of meeting while meeting is in progress
• Attentive to detail and is able to work to deadlines
• Strong organizational and administration skills
• Proven problem solving capabilities and analytical abilities
• Excellent written and verbal communication skills ; a ble to convey information in a clear and concise manner
• Ability to develop skills and adapt to in-house tools and software applications (e.g. PeopleSoft)
• Willingness to work in a team environment and to provide support within the team and the department, as required.
• Ability to travel to various worksites to attend meetings, as required.
• Ability to interact, using tact and diplomacy

Duties & Responsibilities:

• Performs project administration assistance related to document control, project filing, quality records, reporting, e-filing, meeting preparation and notes and presentations to ensure documentation is accurate, up to date and easily referenced.
• Works closely with project managers to provide support for the technical requirements for projects including such items such as; project registry workflow, plotting off blue prints, etc...
• Maintains the project documentation process by performing document control procedures during the project phases, including close out activities and filing within the e-filing system.
• Supports the Financial Coordinator by validating the accuracy of financial data, using relevant database software, for the department and corrects any anomalies, with Mgmt. approval to ensure costing is reported accurately for analysis and reporting purposes.
• Performs ongoing self-checks and verification during data entry and validation process recognizing the high financial impacts of errors during reporting.
• Maintains departmental attendance schedules and enters staff absences or vacancies into the absence reporting system (e.g. UCARRIS, HRIS), as required for manager approval.
• Completes basic accounting tasks including; preparing purchasing requisition and journal-entry entries, purchasing card reconciliations, cheque requests
• Ensures the accurate registration of staff and departmental employees for training sessions provided by internal and/or external staff. E.g. Fall arrest training; maintains in house training calendar and tracks professional development records for staff; notifies staff of expiration of training; coordinates travel arrangements for staff attending training and meetings.
• Facilitates arrangements (e.g. room bookings, catering, meeting room supplies) for internal/external meetings and conferences.
• Attends meetings at various locations, and take minutes (sometimes while meeting is in progress) for accurate record keeping.
• Prepares agenda(s) for meeting, takes minutes and attaches supporting documentation for distribution.
• Prepares routine correspondence, memos, spreadsheets, etc.
• May be required to update intranet website, including updating information on portal, creating forms and reviewing and editing submissions.
• Maintains records of maintenance contracts and warrantee documents.
• Completes software license management tasks including ordering and registering where applicable.
• Assists with the completion of the annual Peripheral order including follow-up with schools regarding order completion and receipt of goods, liaison with purchasing regarding inquiries from schools, and completion of applicable journal-entries
• Maintains/assists with Database software applications including tasks of data entry and verification. I.e. TCPS (Facility Condition), SFIS (School Facilities Inventory),UCDB (Utility Database)
• Performs administrative functions to support the department including opening, sorting and distributing mail; ordering office supplies; copy and fax as requested.
• Respects and maintains confidentiality of information.
• Demonstrates good attendance and work in a healthy and safe manner.
• Receives and routes incoming telephone calls, as required.
• Relief Receptionist (Board Office only)

Selection Process:

The UCDSB selection process includes a review of required qualifications, interview and assessment process, and reference checks. All employment offers are conditional on candidates providing a valid criminal record check for the vulnerable sector.

The Upper Canada District School Board (UCDSB) is committed to equity in employment. As an equal opportunity employer, we are committed to establishing a qualified workforce that is reflective of the diverse population we serve. The UCDSB is committed to providing accommodations [for people with disabilities]. If you require an accommodation, we will work with you to meet your needs. This would be facilitated upon receiving an interview and would be done by contacting Human Resources at [e-mail]