Office Administrative Assistant

British Columbia Public School Employers' Association | Make a Future - Careers in BC Education; Vancouver; On-site; CAD 41,000 - 55,000; Part time

Job summary

Vancouver School Board (VSB) is seeking an Office Administrative Assistant to support two elementary schools. This permanent, part-time role covers September to June with 6.5 hours daily and a hourly wage of $35.83 plus benefits.

The role involves a broad range of administrative tasks, including accounting duties, cashier responsibilities, data entry, and reception. Candidates should have Grade 12 plus post-secondary training in office administration and strong Microsoft Office skills.

Qualifications

• Grade 12 plus one year post-secondary in business/office administration with at least three years of office experience
• Thorough knowledge and experience with Microsoft Office programs
• Exceptional customer service, interpersonal and communication skills
• Excellent organizational skills and ability to set priorities and meet deadlines
• Ability to work independently as well as in a team
• Knowledge/training in Accounting/Bookkeeping is required
• Must pass Word/Excel assessments (70%+) and related accounting tests
• Willing to obtain Intermediate First Aid Certificate

Responsibilities

• Perform office functions to support the school
• Provide confidential administrative services to the Principal
• Prepare letters, reports, charts and newsletters from rough drafts or instructions
• Maintain standard office records and prepare summaries and reports
• Perform routine accounting duties and process invoices
• Maintain online collection system
• Act as school cashier and handle deposits and cash receipts
• Order supplies and receive deliveries
• Register students and enter data
• Reception duties: greet visitors and route calls
• Provide information on policies and procedures
• Assign and check work of staff in the office

Skills

Microsoft Office

Customer service

Interpersonal skills

Organizational skills

Teamwork

Independent work

Assessments (Word/Excel)

Education

Grade 12 + post-sec training in office admin

Tools

Microsoft Office

Job description

Office Administrative Assistant

(Office Support C)

Location: Strathcona Elementary School and Trafalgar Elementary School.
Position Type: Permanent.
Working Months: September to June each year.
Hours: 6.5 hours per day.
Salary and Benefits: $35.83 per hour with extensive benefits plan and municipal pension.

At the VSB, we are proud to provide exceptional learning experiences for students. As a large, urban school district, the VSB is one of Canada’s most diverse school systems.

With deep gratitude and respect, we are honoured to be learning and unlearning on the ancestral and unceded lands of the xʷməθkʷəy̓ əm (Musqueam), Sḵwxwú7mesh Úxwumixw (Squamish Nation) & səlilwətaɬ (Tsleil-Waututh Nation).We embrace Indigenous ways of knowing and learning and work to expand Indigenous perspectives across the curriculum and within our 107 schools and programs, where more than 50,000 students learn and grow.

Equity and inclusivity are at the forefront of our approach to education. More than 7,700 staff work to create learning environments where every student thrives by prioritizing students’ needs, applying evidence-informed practices and building relationships. The VSB’s culture reflects the diversity of our city. Students enrolled in the VSB come from varied backgrounds and lived experiences and are encouraged to explore and share their unique selves and gifts. Our commitment to students goes beyond academics. Students’ overall well-being and sense of belonging are equally important. We strive to build a school system where every student can be their authentic self and succeed throughout their learning journey. In doing this work, we champion equity and accountability by making evidence-based decisions. As a learning organization, humility is our guidepost as we seek to continually improve student outcomes in service to them, their families, and the broader community. Our work is guided by the VSB Education Plan and grounded in the embedded equity statement. For more information about our school district, visit https://www.vsb.bc.ca/.

In this role, you will:

• Perform office functions to support the school
• Provide confidential administrative services to the Principal
  Relieve the Principal of administrative detail wherever possible by dealing with matters not requiring the Principal's personal attention
• From copy, rough draft or general instructions prepare or type a variety of form letters and other routine correspondence, reports, charts, records and newsletters
• Prepare and maintain a variety of standard office records, compiles and prepares summaries and reports
• Perform routine accounting duties: post and maintains journals, make payments for local purchases, reconcile school bank and district accounts, process invoices, purchase requisitions and requests for reimbursement
• Maintain an online collection system
• Act as a school cashier to receive monies, issue change and receipts, prepare bank deposits, reconcile bank accounts and prepare cash receipt records and summaries
• Order school supplies and receive deliveries to the school
• Register and process student registrations and data enter student records
• Act as receptionist to greet visitors, answer telephone, routes phone calls, direct visitors and maintains a message service for school staff, students and others
• Provide information and assistance to the public and other staff regarding policies, rules, regulations, and procedures
• Assign and check the work of staff assigned to assist in the school office
• Perform other work within the job band as assigned
  

Qualifications:

• Completion of Grade 12 plus one (1) year post-secondary training in business/office administration and a minimum of three (3) years of office experience or an equivalent combination of education and experience
• Thorough knowledge and experience with Microsoft Office programs
• Exceptional customer service, interpersonal and communication skills
• Excellent organizational skills and ability to establish priorities and meet deadlines
• Ability to work independently as well as in a team environment
• Knowledge, coursework, training, or experience in Accounting/Bookkeeping is required
• Must be able to meet the following assessments: Word (+70%) and Excel (+70%), composing correspondence and applicable Accounting assessments
• Must be willing to obtain an Intermediate First Aid Certificate (2 days training) and be comfortable in the role of first aid attendant.
  Course fees are paid by the VSB and employees are paid at the regularday's rate during the training

Your application must include:

• Cover letter
• Resume
• 3 Professional References-names, email addresses and phone numbers of your last direct supervisors/managers. Colleagues, friends, family are not accepted.
• A copy of your Work Permit or PR Card (if you are not a Canadian Citizen)

We do not notify unsuccessful applicants or respond to inquiries regarding the status of an application.

Applicants will be contacted directly if we are interested in moving forward or if an application requires additional information.

Additional Information:

As a public body, the personal information provided in this application is collected and used by the Vancouver School Board (VSB) in accordance with section 26(c) of the Freedom of Information and Protection of Privacy Act (FIPPA), RSBC 1996, c.165, as amended. This information will be used by VSB staff for the purpose of evaluating your qualifications, experience, and suitability for this position. It may also be used to verify the information provided, conduct reference checks, and/or contact you about next steps in the job competition. Pursuant to section 30 of FIPPA, the VSB takes reasonable security measures to protect the personal information within its custody and control, including what has been provided in this application. Should you have any questions about the collection and use of your personal information, please email [e-mail].

The VSB has been given approval from the Human Rights Tribunal for a Special Program under s. 42(3) of the Human Rights Code. Under this special program, the VSB seeks to preferentially hire Aboriginal persons to a variety of teaching positions. Therefore, each applicant may wish to provide, on a voluntary basis, information whether they self-identify as an Aboriginal person.