Casual Administrative Support

Edmonton Catholic School Division; Edmonton; Hybrid; CAD 25,000 - 36,000; Full time

Job summary

Edmonton Catholic School Division is seeking casual Administrative Support staff for positions across multiple schools. The role involves reception, office support, and financial duties with preference for experience in electronic financial systems and PowerSchool.

The position is casual with no fixed location or hours; onboarding may lead to temporary or permanent opportunities. You will assist in budget setup, data entry, and various administrative tasks as needed.

Qualifications

• High school diploma in a related field and strong administrative experience in education.
• Experience with electronic financial systems and PowerSchool preferred.
• Ability to manage sensitive information with discretion and confidentiality.
• Proven organizational and time-management capabilities.

Responsibilities

• Handle reception duties, answer calls, and relay messages and inquiries.
• Support office procedures, budgeting, and financial record keeping.
• Prepare reports, invoices, and bank deposits as required.
• Maintain student records and assist with data entry and transfers.
• Coordinate calendars, appointments, and school communications.
• Assist with events, schedules, and materials for staff and students.

Skills

Teamwork

Attention to detail

Time management

Discretion

Numerical skills

Communication

Education

High school diploma (office administration)

Tools

Microsoft Office 365

Word

Publisher

Outlook

FOIP Legislation

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.