Casual Administrative Support

Edmonton Catholic Schools; Edmonton; On-site; CAD 30,000 - 43,000; Full time

Job summary

Edmonton Catholic Schools is seeking flexible, reliable casual administrative staff to cover various schools and departments across the division. The role supports reception, student records, financial processes, and general administrative functions with no guaranteed hours and a 10-month posting period.

Casual employees may be assigned to any school or department based on operational needs and internal opportunities. A Police Check may be required prior to employment.

Qualifications

• High school diploma required; coursework in office administration preferred.
• Experience in an educational setting is an asset.
• Knowledge of office procedures, routines, and equipment.
• Understanding of basic accounting principles and school financial processes.
• Proficiency with Microsoft Office 365, including Word and Outlook.

Responsibilities

• 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.
• 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.
• 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.
• 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.
• 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.

Skills

Microsoft Office

Communication skills

Data entry

Organization

Education

High school diploma

Office administration training

Tools

Microsoft Office 365

Word

Publisher

Outlook

Internet applications

Job description

Casual Administrative Support

Edmonton Catholic Schools is a large urban school division whose mission is to provide a Catholic education that inspires students to learn and that prepares them to live fully and to serve God in one another. The Division is comprised of over 50,000 students and over 5,500 employees in 95 schools plus other sites.

Casual Administrative Support

Requisition ID: 12029 Hours Per Week: Varies

Position: New FTE: Varies

Department: Office Support Staff Replace No Months Per Year: 10

Position Status: Casual Employee Group: Non

Rate of Pay: $25.84 per hour Posting Closing Date: 10/20/26

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

Edmonton Catholic Schools is committed to maintaining a respectful and inclusive workplace that welcomes and values candidates from diverse backgrounds. We hire employees of all faiths for non‑teacher positions.

As a Catholic School Division receiving public funding, our schools and departments are imbued with our Catholic Faith. Candidates are expected to exhibit respect and sensitivity towards our Catholic beliefs and practices embraced by both students and staff.

Edmonton Catholic Schools offers a comprehensive benefits program based on contract status as part of its total compensation package.

Before employment, successful candidates will be required to submit a Police Information Check and Intervention Record Check dated within six months of hiring.

Due to the high volume of applications received, only qualified candidates who are shortlisted will be contacted.