Casual Administrative Support

Edmonton Catholic School Division; Edmonton; Hybrid; CAD 21,000 - 32,000; Part time

Job summary

Edmonton Catholic Schools is seeking flexible, reliable, and service‑oriented individuals to join our Casual Administrative Support pool. Casual staff provide coverage across the Division and may be assigned to any school or department, depending on operational needs.

Casual Administrative Support staff play an essential role in maintaining smooth office operations by supporting reception, student records, financial processes, and general administrative functions.

Qualifications

• High school diploma.
• Training or coursework in office administration preferred.
• Experience in an educational setting is an asset.

Responsibilities

• Support reception, student records, financial processes, and general admin functions.
• Coordinate inquiries and information arriving at the office.
• Answer and redirect phone calls and record messages as needed.
• Greet and assist students, parents, staff, and visitors.
• Prepare reports, attendance data, and routine communications.

Skills

Communication skills

Organization

Attention to detail

Teamwork

Education

High school diploma

Office administration coursework

Experience in educational setting

Tools

Microsoft Office 365

Outlook

Word

Publisher

Job description

Edmonton Catholic Schools is seeking flexible, reliable, and service‑oriented individuals to join our Casual Administrative Support (5) pool. Casual staff provide coverage across the Division and may be assigned to any school or department, depending on operational needs. This position has no guaranteed hours or fixed location; however, once onboarded, casual employees become internal applicants and may apply for temporary and permanent opportunities as they arise.

Casual Administrative Support staff play an essential role in maintaining smooth office operations by supporting reception, student records, financial processes, and general administrative functions.

Key Responsibilities

Reception & Front Office

• Coordinate inquiries and information arriving at the office
• Answer and redirect phone calls; record messages as needed
• Greet and assist students, parents, staff, and visitors
• Provide information on school and Division policies and procedures
• Assist students who come to the office for support or medical attention
• Receive, sort, and distribute mail, courier items, and incoming documents

Student Records & Attendance

• Register new students and update student information in electronic systems
• Maintain records for incoming and outgoing students and ensure transfers are completed
• Input attendance, contact parents regarding absences, and prepare attendance reports
• Generate reports such as class lists, timetables, progress reports, and medical reports
• Ensure accurate data entry for student records, scheduling, courses, and Alberta Education data transfers
• Produce report cards, awards, and certificates

Financial & Accounting Support

• Maintain and update school accounts, ledgers, and financial records
• Process invoices, cheque requisitions, deposits, and reimbursements
• Assign coding and reconcile purchasing card transactions
• Prepare month‑end, GST, and other financial reports
• Assist school administration with budget setup

General Administrative Support

• Schedule appointments for school administration and record meeting notes when required
• Prepare letters, newsletters, handbooks, bulletins, and other communications
• Photocopy instructional materials and coordinate bulk printing
• Assist with school events such as book fairs, fundraisers, photo days, and field trips
• Book venues and buses and maintain permission forms
• Arrange substitute teachers using electronic placement and attendance systems
• Troubleshoot basic software issues

Office Operations

• Create posters, ads, and other materials using desktop publishing tools
• Maintain office supply inventory and order materials as needed
• Support records management systems and ensure confidentiality
• Assist office staff during peak periods and participate in team meetings
• Arrange for office equipment repairs

Qualifications

Education & Experience

• High school diploma
• Training or coursework in office administration preferred
• Experience in an educational setting is an asset

Knowledge & Technical Skills

• Knowledge of office administration procedures, routines, and equipment
• Understanding of basic accounting principles and school financial processes
• Working knowledge of electronic financial systems, student records systems, attendance systems, and placement systems
• Proficiency with Microsoft Office 365, Word, Publisher, Outlook, and internet applications
• Knowledge of records management principles and privacy legislation (POPA, ATIA)
• Awareness of Occupational Health and Safety regulations
• Understanding of Alberta Education policies and procedures

Competencies

• Strong verbal and written communication skills
• Ability to interact with students, parents, and staff with tact and courtesy
• Ability to work independently, prioritize tasks, and use sound judgment
• Strong organizational skills and attention to detail
• Ability to balance conflicting priorities and work accurately with numbers
• Discretion in handling confidential information
• Effective teamwork and collaboration skills