Administrative Support Assistant - Permanent - 0.5 FTE

Upper-Canada-District-School-Board; Brockville; On-site; CAD 24,000 - 32,000; Full time

Job summary

Upper Canada District School Board is seeking an SEA Administrative Support Assistant 0.5 to provide essential clerical and data entry support for the Special Equipment Acquisition program. You will handle filing, reporting, and coordination with multiple departments, ensuring SEA processes run smoothly.

The role requires a secondary diploma and a 3-year business administration diploma, plus office experience. It is covered under the CUPE collective agreement and may involve occasional travel.

Qualifications

• Secondary School Diploma completed.
• Three-year college diploma in business administration completed.
• One year of office experience required.
• Equivalent education/experience may be considered.

Responsibilities

• Prepare and process SEA funding packages for approvals.
• Coordinate documentation and missing items for SEA funding submissions.
• Process online orders using board software and monitor purchases under $100.
• Prepare monthly journal entries for SEA equipment.
• Create and update SEA order information in the SEA system.
• Produce ad hoc reports as requested.
• Open and close helpdesk tickets for SEA non-technical installs.
• Maintain SEA non-technical documentation and liaise with staff.
• Attend meetings and travel as required.

Skills

Database software

Confidentiality

Communication

Help desk

Teamwork

Keyboarding

Excel

Deadline driven

Interpersonal skills

Education

Secondary School Diploma

Business Administration Diploma (3-year college)

Tools

PeopleSoft

Purchase card system

Windows desktop productivity software

Help desk ticketing system

Job description

Join The Upper Canada District School Board

Creating Futures, Leading and Learning for All

We are currently accepting applications for SEA Administrative Support Assistant 0.5 . Under the supervision of the immediate Principal/Vice-Principal of Spec Ed and/or Supervisor, the SEA Administrative Support Assistant is responsible for providing administrative services in support of the Special Equipment Acquisition program.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.

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 three-year community college diploma in business administration
• One year previous office experience is required
• An equivalent combination of education and experience may be considered

Skills Required:

• Technical aptitude to learn and apply new database applications required to perform essential duties (e.g. student information system)
• Demonstrated ability to respect the confidentiality of information
• Ability to understand technical terminology and processes
• Basic Help Desk skills (work ticket management system)
• Ability to work both in a team environment and independently
• Proficiency with desktop productivity software (electronic calendar, email, tasks) in a Windows environment
• Excellent keyboarding skills
• Intermediate knowledge of Excel
• Attentive to detail and is able to work to deadlines
• Proven problem-solving capabilities and analytical abilities
• Able to convey information in a clear and concise manner
• Able to work with staff in other departments and schools
• Well developed interpersonal and organisational skills
• Ability to interact, using tact and diplomacy, with co-workers
• Demonstrate good attendance and work in a healthy and safe manner

Duties & Responsibilities:

• Receives and preps the daily SEA funding packages for Principal/Vice-Principal of Spec Ed. approval (e.g. creates file folder for retention; notifies manager of package);
• Upon direction from Principal/Vice Principal of Spec Ed contacts appropriate staff regarding missing documentation required for SEA funding package submission.
• Receives and orders good on-line utilizing Board software purchase system (e.g. PeopleSoft); utilizes purchasing card for purchases under $100.00
• Prepares and submits monthly journal entries for SEA equipment to Finance department
• Biannually, prepares and submits SEA Ministry Report to Finance department for approval
• Creates and update SEA order information in the SEA Equipment On-Line Management System
• Develops and produces ad hoc reports, upon request
• Create open and close tickets using helpdesk software; for SEA non-technical installation;
• Provides administrative support services to the department to ensure the SEA program runs effectively (e.g. updating files, maintaining hard copy filing system, maintaining the accuracy of the information on the portal and the shared usage computer spreadsheet)
• Liaison with staff in support of the Special education ordering process (e.g. responds to questions about forms)
• Maintains SEA non-technical documentation
• Coordinate receipt of goods to schools for installation of equipment
• Maintains shipping and receiving database of equipment purchases
• Organizes received stock in stores
• Works collaboratively with purchasing to clarify SEA equipment orders, liaison with SEA equipment vendors.
• Prepares correspondence, memos, spreadsheets, etc.
• Check & respond to e-mail, SEA Admin email and telephone inquiries
• Copying and faxing, as requested
• Demonstrate good attendance and work in a healthy and safe manner
• Occasional attendance at meetings requiring travel, sometimes in inclement weather, may be required
• Performs other related duties as required

References:

UCDSB requires your current and two most recent direct supervisors.

If your experience is in a day-to-day occasional capacity ensure that you list the length of time that you worked for that Supervisor and whether the assignment was casual day-to-day or in a long-term occasional capacity.

The UCDSB does not accept colleagues or personal references.

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]

The UCDSB may use Artificial Intelligence (AI) tools to screen, select and/or assess applicants in the hiring process. AI is not used to make final hiring decisions.

Please do not obtain or upload a Police Record/ Criminal Record Check with your application. This documentation is not required unless a job offer is extended to you.