Capital and Operations Administrative Assistant

School District 23: Central Okanagan; Kelowna; On-site; CAD 30,000 - 60,000; Full time

Job summary

A local school district in Kelowna seeks a Capital and Operations Administrative Assistant. The role involves bookkeeping and administration support for capital projects. Candidates should have at least 5 years of relevant experience and strong skills in Microsoft Office. This is a full-time position offering a wage rate of $31.90 per hour along with a comprehensive benefits package.

Benefits

Comprehensive employee benefit package

Extended health and dental coverage

Defined benefit pension plan

Qualifications

• 5 years of recent bookkeeping and administration experience related to construction.
• Excellent knowledge of Microsoft Office tools.
• Net typing speed of 50 words per minute.

Responsibilities

• Compile information, calculate costs, and prepare reports.
• Monitor capital authorizations and expenditures.
• Prepare Ministry of Education and Child Care documentation as required.

Skills

Word processing skills including Microsoft Office

Bookkeeping and administration

Organizational skills

Communication skills

Interpersonal skills

Education

Completed Grade 12

2-year post-secondary education in bookkeeping and administration

Job description

Central Okanagan School District #23

It is acknowledged that Central Okanagan Public Schools operates within the unceded, Traditional Territory of the Okanagan syilx peoples. The School District enrolls over 25,000 students (including approximately 3,200 students who self-identify as having First Nations, Metis, and/or Inuit ancestry from Canada). Central Okanagan Public Schools is located in the Central Okanagan encompassing the communities of Peachland, West Kelowna, Kelowna, and Lake Country.There are a total of 51 school sites with 33 Elementary Schools, 8 Middle schools, 5 Secondary Schools, 3 Learning Centres, an Alternate Education School, and an Online Learning School (K-12).Central Okanagan Public Schools has an excellent reputation of providing outstanding, student-centered programs in a diverse and inclusive environment as well as offering a wide range of educational opportunities for students and staff. We believe equity empowers each learner to thrive, holistically.

We invite applications for the position of:

Capital and Operations Administrative Assistant

This position reports to the Planning Manager and provides capital project bookkeeping and administration support while maintaining a variety of records and files along with clerical and other duties as assigned.

Capital Project Planning and Delivery

• compile information, calculate costs, and prepare reports;
• create, track, and close out capital project files including major, minor, AFG and other deliverables.
• create, delivery, close work orders relating to capital projects;
• monitor capital authorizations and expenditures;
• coordinate the payment of all invoices related to capital projects, lien holdback payments, letter of credit, project related paperwork etc.
• prepare Ministry of Education and Child Care documentation, as required.
• Maintain capital project files in electronic form;
• prepare journal entries and coordinate capital budgets with Finance.
• support the development of a variety of materials including correspondence, reports, purchase orders, tenders, Ministry of Education and Child Care forms, etc. using a variety of computer programs.

Administrative/Clerical

• monitor expense, and assist staff with financial and budget requests.
• prepare and monitor a variety of reports and compile supporting documentation (e.g.: monthly enrolment reports, MyEdBC data etc.).
• maintain a variety of files and records.
• receive, verify and process invoices and the delivery of goods.
• maintain up-to-date schedule of appointments.
• receive, screen, and direct phone calls and mail.
• communicate with staff and others and respond to inquiries and provide general information.

The successful candidate will possess the following qualifications:

• completed Grade 12 (senior secondary school graduation).
• completed 2-year post-secondary education in bookkeeping and administration.
• five (5) years recent bookkeeping and administration experience related to construction, cost tracking, budget analysis etc.
• excellent knowledge and experience with word processing skills including Microsoft Office (Word, Excel, PowerPoint, Adobe, Outlook etc.).
• net typing speed of fifty (50) words per minute.

The successful applicant will be expected to:

• maintain an excellent quality of work including accuracy and dependability.
• apply strong organizational and time management skills to handle a high volume of files and records.
• possess excellent communication skills.
• maintain excellent interpersonal skills and high level of professionalism.
• work alone and within a team environment.
• complete the required District's Health and Safety training.

This is a full-time continuing position starting as soon as possible, working 35 hours per week at a wage rate of $31.90 per hour, plus a comprehensive employee benefit package including extended health and dental coverage, short term and long-term disability insurance and participation in a defined benefit pension plan.

Qualified candidates are invited to apply online at https://buff.ly/coYWfYq with cover letter and a detailed resume, including three (3) professional references (names and phone numbers) and copies of certifications by 4pm on Wednesday October 1, 2025.

We thank all applicants for their interest; however, only those selected for interviews will be contacted.