(Temporary) Transportation Administrative Assistant - 10 months per year - 20 hours / wk

York Region District School Board; British Columbia; On-site; CAD 40,000 - 55,000; Full time

Job summary

A leading school board is seeking an Administrative Assistant to support the Transportation department. The role involves performing clerical duties, managing records, and ensuring effective communication with various stakeholders. Candidates should have a Grade 12 education and an Office Administration certificate, along with strong organizational and communication skills.

Qualifications

• Minimum two years of office administration experience.
• Keyboarding speed of 50 w.p.m.

Responsibilities

• Performs receptionist duties and screens visitors.
• Manages records and files, including financial reports.
• Assists in maintaining student information and oversees bus passes.

Skills

Communication

Organizational

Time Management

Conflict Resolution

Teamwork

Proactive Mindset

Education

Grade 12

Office Administration program certificate

Tools

Microsoft Office

Job description

The awarded applicant will be required to join the CUPE Local 748 Union. Note: A Vulnerable Sector Criminal Record Check will be required from successful applicants, with a review every five (5) years.

Position Description:

Performs administrative, secretarial, basic accounting, reception, and clerical services for the Transportation department. This position is due to a leave.

Reports to: Manager of Operations or designate.

Direct Reports: N / A

Duties & Responsibilities:

1. Performs receptionist duties. Screens visitors. Responds to a wide variety of external / internal inquiries by telephone, email, and in person.
2. Composes letters, memos, forms, financial reports, office procedures, and various documents. Manages records and files.
3. Responsible for coding and reconciling school transportation invoices with schools.
4. Assists in maintaining student information in routing and surveillance software.
5. Oversees and distributes student bus passes.
6. Assists in organizing meetings and events.
7. Maintains and orders office and stationary supplies, materials, learning resources, and equipment.
8. Records and files minutes and proceedings for transportation and staff meetings.
9. Performs related clerical duties including responding to inquiries, reporting, and data management.

The above job description reflects the principal functions of the job. Other comparable or transient duties within the knowledge and skills required may also be assigned.

Job Requirements:

Minimum Qualifications:

• Grade 12.
• Completion of an Office Administration program certificate or equivalent post-secondary education.
• Minimum two (2) years office administration experience.
• Keyboarding 50 w.p.m.

Skills & Knowledge & Abilities:

Skills:

• Strong verbal and written communication, organizational, and time-management skills.
• Strong conflict resolution skills and tactful handling of difficult situations.
• Strong collaboration and teamwork abilities.
• Proactive and initiative-driven mindset.

Knowledge:

• Advanced knowledge of computer software in a Windows environment, including Microsoft Office and web-based applications.
• Understanding of district processes for effective communication and problem-solving.
• Ability to operate and troubleshoot office equipment.

Ability:

• Maintain effective relationships with various stakeholders.
• Understand and implement office procedures.
• Organize and prioritize workload with minimal supervision.
• Convey information effectively and take meeting minutes.
• Perform tasks requiring extended concentration and handle interruptions.
• Adhere to deadlines with flexibility and adaptability.

Responsibility:

• Exhibit professionalism and adhere to district mission, vision, values, policies, procedures, and safety protocols.
• Manage confidential and sensitive information discreetly.
• Work independently following established practices.
• Maintain confidentiality at all times.

Working Environment:

• Extended periods of sitting, standing, keyboarding, and screen time.
• Fast-paced environment with time constraints, interruptions, and challenging interactions.
• Indoor work in clean, well-maintained buildings.
• Work involves time pressures, interruptions, and concentration.

Key Relationships:

• School District 8 Staff
• Vendors and Suppliers