AMDSB - Non-Union - Financial Services - Administrative Assistant

Avon Maitland District School Board; Seaforth; On-site; CAD 58,000 - 66,000; Full time

Benefits offered by this job

OMERS Pension Plan

Health & Dental Benefits

Employee Assistance Program (EAP)

Job summary

Avon Maitland District School Board (AMDSB) invites applications for a Non-Union, 1.0 FTE Permanent Administrative Assistant in Seaforth. The role supports the Financial Services team, reports to the Senior Finance Manager, and involves budgets, reconciliations, and grant reporting.

Hours are 35 per week, year-round, with a January 4, 2027 start date. Salary ranges from CAD 57,946 to 66,280 per year, based on Level 3 scales. A criminal background check is required.

Qualifications

• 2 Year Business or Executive Secretarial Diploma from a recognized Community College and three years secretarial and/or administrative experience or equivalent combination of education and experience.
• Proficiency in Microsoft Office (Excel, Word)
• Strong analytical and problem-solving skills
• Attention to detail and accuracy
• Effective written and oral communication skills
• Excellent organization and time management skills
• Ability to work independently and collaboratively across teams.

Responsibilities

• Assist in the preparation of the Board Budget and Annual Financial Statements including: budget reports, year-end working papers, reconciliations and EFIS data entry.
• Perform monthly reconciliations; prepare/maintain general ledger working papers; journal entries; coordinate with staff.
• Prepare periodic reports and spreadsheets; support reporting to other departments, Senior Staff, Ministry of Education and others.
• Support special grant reporting: track deadlines, notify departments, distribute templates, coordinate approvals and submissions.
• Document Financial Services processes; update Administrative Procedures.
• Audit accounts payable cheques and electronic payments; review travel and expense claims for compliance.
• Support CRA reporting: issue charitable receipts and issue T4A/T5 slips.
• Handle administrative functions: meetings scheduling, drafting documents, proofreading, filing, archiving, agendas/minutes for Audit and Finance Committees.
• Collaborate with team to cover holidays, illness, peak periods, and overflow tasks.
• Perform other related duties as required.

Skills

Strong analytical skills

Attention to detail

Effective written and verbal comms

Excellent organization and time mgmt

Independent and collaborative work

Education

Two-year Business or Executive Secretarial Diploma

Tools

Microsoft Office (Excel, Word)

Job description

NON-UNION POSTING

Administrative Assistant

Financial Services

Avon Maitland District School Board (AMDSB) provides first class education to students and families throughout Huron and Perth Counties. We aim to engage, inspire, and innovate, in all that we do! We are always learning! Our work is guided by a Strategic Plan and highlights 3 main areas of focus that enable our students and staff to say: We are prepared. We are well. We are engaged.

Our vision is to engage, inspire, innovate, because we are always learning.

We are accepting applications for the following Non-Union 1.0FTE Permanent Administrative Assistant at the Education Centre in Seaforth.

Hours of Work: 35hours per week (12 months per year)

Start Date: January 4, 2027

Rate of Pay: $57,946 - $66,280 per Level 3 in accordance with the Terms and Conditions of Employment for Non-Union, Management, Administrative and Supervisory Employees

Vacancy Status: current vacancy

Reporting to the Senior Finance Manager, the successful candidate will support the Financial Services Management Team in the day to day operations of the department.

Essential Functions and Responsibilities

• Assist in the preparation of the Board Budget and Annual Financial Statements including:
  • preparation of the budget report, year-end working papers, and reconciliations;
  • data entry EFIS files;
  • distribution of documents; and
  • preparation of information for Finance Committee, Audit Committee, external Auditors, and the Board
• Assist with monthly reconciliations including:
  • preparation and maintenance of general ledger account reconciliation working papers and files;
  • journal entry preparation; and
  • follow-up with staff and other departments
• Assist in the preparation of periodic (regular and ad-hoc) reports and spreadsheets including support for reporting to other departments, Senior Staff, Ministry of Education and others
• Support the administration of special grant reporting including:
  • tracking and monitoring of reporting deadlines;
  • notification of upcoming deadlines and distribution of reporting templates to other departments; and
  • coordination of approval signatures and submission of reports
• Support the documentation of Financial Services processes including the updating and maintenance of Administrative Procedures
• Audit accounts payable cheque and electronic payment processes
• Audit employee travel and expense claims to ensure compliance to Administrative Procedure(s) including review and communication with staff
• Support the documentation and reporting of information required by the Canada Revenue Agency including:
  • tracking and issuance of charitable tax receipts; and
  • preparation and issuance of annual income tax slips (T4A, T5)
• Support the administrative functions of the department including:
  • scheduling of meetings and workshops;
  • drafting of memoranda, documents, schedules and letters;
  • type, edit, proofread and finalize correspondence;
  • photocopy and collate documents for distribution, mailing and filing;
  • archiving of financial records; and
  • preparation of agendas and minutes in support of Audit Committee, Finance Committee, and the department
• Work in a cooperative team fashion to support other departmental staff re: holidays, illness and overflow/peak periods
• Assist with miscellaneous departmental functions and perform other related duties as required

Qualifications and Experience

• 2 Year Business or Executive Secretarial Diploma from a recognized Community College and three years secretarial and/or administrative experience or equivalent combination of education and experience.
• Proficiency in Microsoft Office (Excel, Word)
• Strong analytical and problem-solving skills
• Attention to detail and accuracy
• Effective written and oral communication skills
• Excellent organization and time management skills
• Ability to work independently and collaboratively across teams

Note - A criminal background check will be part of the recruitment process.

Why Join AMDSB?

• We believe our students are at the core of what we do; we are committed to creating inclusive, inspiring and innovative learning environments.
• Great work culture with staff who embrace and seek meaningful careers.
• Work with a diverse and dynamic team that foster a culture of belonging and collaboration.
• Competitive compensation package:
  • Pension Plan : Defined pension plan through the Ontario Municipal Employees Retirement System (OMERS)
  • Health & Dental Benefits :
    • Extended and Supplementary Health, Paramedical Services, Dental, including Orthodontics, Out of Province/Country and Health Care Spending Account through ONET
    • Comprehensive short-term and long-term disability coverage plans
  • Employee Assistance Program (EAP) through TELUS which includes:
    • 24/7 confidential support
    • Access to information on personal fitness, nutrition, career, financial and legal advice; relationship & family support, and overall well-being resources

We thank all applicants for their interest in opportunities with the Avon Maitland District School Board. Contact will be made with applicants whose experience and qualifications most closely match the requirements of the position.

If you require assistance with your application, please call customer service at 1-877-900-5627.

Communication with short-listed applicants will be made through the contact information (email address and/or phone number) provided on the applicant's profile page.

The AMDSB is committed to equity in employment and equitable hiring practices that allow us to engage qualified staff who reflect diversity. We will make any reasonable accommodation, based on any of the human rights protected grounds, to support candidates to participate in the hiring process.

Dr. Graham Shantz, Chief Executive Officer