Casual Administrative Support

Edmonton Catholic School Division; Edmonton; On-site; CAD 25,000 - 36,000; Part time

Job summary

Edmonton Catholic Schools is seeking casual Administrative Support staff to assist with a broad range of office, financial, and student-record tasks across multiple schools. The role focuses on reception, data entry, invoicing, and general administrative duties within the division.

Candidates with experience in electronic financial systems and PowerSchool will be preferred. This casual position carries no guaranteed location or hours but offers opportunities for temporary and permanent roles

Qualifications

• High school diploma or equivalent in an area related to office administration.
• Experience in an educational setting preferred.
• Experience supervising office staff and planning workloads.
• Knowledge of financial policies and accounting principles.
• Experience with electronic financial systems and PowerSchool preferred.
• Proficiency with Microsoft Office 365 (Word, Excel, Outlook).

Responsibilities

• Answer the telephone, respond to inquiries, and redirect calls or record messages.
• Attend to students requiring medical attention and contact parents when necessary.
• Greet visitors and provide information on school and district policies and procedures.
• Sell bus passes and supplies to students.
• Process invoices and cheque requisitions; enter amounts into the general ledger.
• Prepare bank deposits; balance bank statements; issue receipts.
• Assist the principal with budgeting and month-end reporting.
• Maintain and update student records electronically; manage enrolment data.
• Schedule appointments and coordinate field trips and events.
• Coordinate mail, records, and information arriving at the office.
• Troubleshoot software issues and support office operations.

Skills

Strong organizational skills

Time management

Discretion with confidential info

Advanced verbal and written skills

Education

High school diploma in office administration

Tools

Microsoft Office 365

Job description

Edmonton Catholic Schools is accepting applications for Casual Administrative Support positions in various schools/sites throughout the Division. Candidates with experience in electronic financial systems and PowerSchool will be preferred. This is a casual position, with no guarantee of location or hours to be worked; however, once onboarded, candidates have the opportunity to apply for temporary and permanent positions. The individual is required to perform a range of reception, procedural, office support, and financial functions.

Job Responsibilities

• Answers the telephone and responds to general inquiries; redirects calls and/or records messages
• Attends to students requiring medical attention and telephones parents when necessary
• Greets visitors to the office; provides information on school and district policies and procedures
• Sells bus passes and supplies to students
• Receives, sorts, and distributes a variety of information received by mail, fax, or courier
• Handles all accounting activities within the school
• Maintains and updates various accounts, reports, ledgers, and records; assigns coding associated with a school or decision unit; monitors cheque issuance; reclaims cash reimbursements
• Receives, sends, verifies, and prepares invoices, and cheque requisitions, enters amounts into the general ledger using proper codes; sends to Financial Services for payment
• Prepares bank deposits for pickup; balances bank statements; collects money; issues receipts
• Completes month-end reports, GST reports, and ad hoc reports as requested
• Assists the principal with setting up the school budget
• Reviews staff purchasing card transactions; codes into proper accounts; reconciles purchasing card accounts
• Creates and registers all new students using an electronic student records system; obtains information from prior school or school district; maintains a record of outgoing students and ensures records are transferred to the new school; makes changes to student information when necessary
• Collects attendance slips and inputs attendance into the system; contacts parents regarding student absences; prints weekly attendance sheets for teachers; produces month-end attendance reports
• Prepares and retrieves reports (i.e. student timetables, class and unit lists, student progress reports, medical reports, classroom attendance reports, etc.)
• Ensures the accurate data entry for all student records, student courses, scheduling, and data transfers to Alberta Education; inputs marks into the system
• Updates report cards electronically
• Designs and produces student awards and certificates
• Assists the principal with developing the master timetable and class lists
• Coordinates all inquiries, issues, and information arriving at the office
• Schedules appointments for the principal and assistant principal; may be required to record notes in meetings
• Orders instructional materials for teachers; photocopies materials; coordinates with Printing Services for the production of bulk materials
• Book appointments for parent-teacher conferences
• Coordinates book fairs, fundraising activities, school photos, and other special events as required
• Books venues and buses for field trips, maintains permission forms
• Arrange for substitute teachers using an electronic placement and attendance management system
• Troubleshoot software issues
• Coordinates mail-outs and public relations activities for the school (i.e. open houses, newsletters)
• Creates materials using desktop publishing tools (i.e. posters, ads, etc.)
• Creates, collects forms, and maintains a records system
• Composes, types, and formats letters, newsletters, handbooks, daily bulletins, etc.
• Orders supplies and maintains an inventory of supplies for the office
• Maintains records management systems
• Arranges for office equipment repairs

Qualifications

• High school, diploma in an area related to office administration, plus five years of experience working in an educational-based setting with exposure to procedures, routines, and equipment
• Prior experience supervising office staff and planning workloads
• Knowledge of financial policies and procedures and an understanding of accounting principles
• Working knowledge of the electronic financial system, electronic student records system, electronic staff attendance and placement system, and other databases
• Knowledge of Microsoft programs, including Office 365, Word, Publisher, Outlook, and Internet Explorer
• Knowledge of Freedom of Information and Protection of Privacy (FOIP) Legislatio,n specifically related to student records management
• Knowledge of Workplace Safety and an awareness of Occupational Health and Safety regulations
• Awareness of the curriculum and an understanding of Alberta Education policies and procedures
• General knowledge of the district's operations and programs
• Advanced verbal and written communication skills (in the case of a language location, verbal and written skills necessary for that particular location)
• Ability to develop and maintain contact with clients, students, and parents, requiring tact and courtesy
• Strong teamwork skills and the ability to perform complex tasks independently using considerable judgment
• Ability to use discretion and handle confidential information appropriately
• Strong organizational and time management skills
• Ability to balance conflicting priorities
• Strong attention to detail and the ability to work with numbers.