Temporary Department Assistant - Elementary & Secondary, NEC (35hrs)

Halton District School Board; Burlington; On-site; CAD 30,000 - 60,000; Full time

Job summary

The Halton District School Board is seeking a Temporary Department Assistant for its School Programs, providing administrative support. The successful candidate will coordinate departmental operations, manage budgeting tasks and assist with student transportation logistics. This role requires strong organizational skills and proficiency in MS Office. Start date is September 2, 2025, for a one-year position.

Qualifications

• Minimum four years of relevant work experience in a school office.
• Proficient in MS Office and online collaboration tools.
• Experience with financial documentation and budget tracking.

Responsibilities

• Manage multiple initiatives and coordinate operations.
• Support ordering and purchasing of resource materials.
• Assist in organizing events and managing communications.

Skills

Technology skills

Organizational skills

Communication skills

Interpersonal skills

Time management

Problem solving

Education

Post-secondary diploma or degree

Tools

MS Office

G-Suite

Sparkrock

Aspen

myReports

Job description

July 3, 2025

M.A.S.S. NOTICE OF TEMPORARY VACANCY

Position: Temporary Department Assistant - School Programs

Salary: Band 3: $ 34.80 - $ 41.50 per hour + 4% vacation pay

Location: School Program Department, New Street Education Centre

Work Schedule: 35 hours/week, 12 months/year

Start Date: September 2, 2025 to August 31, 2026

Position Summary

Under the supervision of the School Programs Office Supervisor , the Department Assistant will provide support to the School Programs Department. This position supports the servicing of Elementary and Secondary Instructional Program Leaders; acts as liaison with the Administrative Assistants and collaborative team player in a positive work environment.

Key Responsibilities

• Manages multiple initiatives and coordinates day-to-day operations, including scheduling meetings and managing online calendars;
• Supports with the ordering and purchasing of resource materials;
• Assist with the organizing of transportation for students and their families to attend departmental and/or HDSB events; assists with the organizing of departmental meetings, booking rooms/spaces, orders catering and equipment, assists with system-wide communications);
• Perform general bookkeeping tasks including reviewing invoices, account reconciliation, and processing payments for special projects.
• Monitor departmental budgets, track expenditures, reconcile expenses, and process reimbursement using various financial databases;
• Prepare and submit financial documentation such as journal entries, purchase orders, cheque requisitions, and deposit of cheques;
• Manage documentation, tracking, and reporting related to special projects (e.g., Summer School, HDSB Learns Together, Math AQ, Core French Exemption processing).
• Responds to inquiries and concerns of the public, staff, parents, students, trustees, agencies, and Ministry of Education in a knowledgeable, tactful and supportive manner, identifying those matters that require personal or urgent attention of the supervisor;
• Data entry and record keeping (e.g., regularly updates financial budgets for Elementary and Secondary);
• Manages SPD Master Databases and updates from multiple sources;
• Responsible for System Calendar bookings and liaisoning with e-Learning System Principal;
• Support in the planning and delivery of community events;
• Assists with the development of interim and summary reports;
• Assists with system-wide and community-wide communications as needed;
• Responds to internal and community queries and requests;
• Maintain accurate budget tracking, including Release Code tracking (e.g., enter in budget trackers both expected amounts using Smartfind Usage Report and actual amounts once reconciled from Sparkrock into budget trackers);
• Responds or forwards inquiries to the correct contacts;
• Tracking and process timesheets and IPL reimbursements for both Elementary and Secondary panel;
• Manage documentation, tracking, and reporting related to special projects; (e.g., Summer School, HDSB Learns Together, Ministry Math AQ, HDSB Open House, Post-Secondary Exploration Event, PA Days, etc.);
• Duties as assigned by the SPD Office Supervisor.
  
  

Qualifications

Minimum Requirements required:

• A post-secondary diploma or degree with four or more years work experience in a related field is required as is experience working in a school office environment;
• Proven technology skills in the use of productivity software (e.g. MS Office applications) and other online collaboration tools (e.g. G-Suite);
• Proficient in online and software applications such as Sparkrock, Aspen, Professional Learning, and myReports;
• Ability to maintain the highest level of confidentiality while providing administrative support;
• Excellent managerial and organizational skills with an ability to multitask;
• Strong oral and written communication skills;
• High emotional intelligence and strong interpersonal skills;
• Customer service focus;
• Highly effective time management skills with the ability to prioritize workload;
• General finance, accounting principles and or purchasing
• Strong problem solving abilities;
• Ability to work independently and interdependently as part of a collaborative team.
  
  

Preference Will Be Given To Applicants Who Are

• Completed College Diploma or University Degree in Business or Public Administration, or related field;
• Four (4) years of job related experience working in a school board setting;
• Strong interpersonal skills;
• Familiar with current educational issues, curriculum, and program at the local and provincial level, including Ministry of Education initiatives;
• Familiar with understanding and interpreting Board Policies and Administrative Procedures;
• Models a culture of equity and inclusion in support of student and staff well-being;
• Qualifications or experiences related to senior clerical or Executive Assistant positions in office administration;
• Proven ability to manage multiple projects and priorities;
• Holds effective time management skills.
  
  

Applicants with a combination of equivalent experience education and experience may be considered.

Applications, along with your resume and other supporting documents must be submitted through Apply to Education – by 4:00 pm on Wednesday, July 9, 2025.

Job Category: Management & Professionals - Job Code # 3963546

We thank all applicants for their interest in opportunities with the Halton District School Board. Contact will be made with applicants whose experience and qualifications most closely match the requirements of the position. Communication with short-listed applicants will be made through the email address provided on the applicants’ Apply To Education profile page.

Applicant Self Identification Questions

As part of the recruitment and selection function, the HDSB will collect voluntary self identification data from applicants in accordance with the Ontario Human Rights Code, HDSB’s Teacher Hiring Practices Administrative Procedure, HDSB’s Employment Equity Policy and Ontario’s Anti Racism Data Standards:

Personal information on this form is collected under the authority of the Anti-Racism Act, 2017, S.O. 2017, c. 15, in compliance with the Municipal Freedom of Information and Protection of Privacy Act, R.S.O. 1990, c. M.56. In accordance with HDSB’s Employment Equity Policy, personal information collected on this form will aim to achieve an inclusive, diverse and representative workforce. It works to intentionally identify and remove barriers for equity-deserving communities at each stage of the hiring process. Encouraging diversity of the workforce in the school board is vital because the workforce should be reflective and representative of the community.

Requirements

Although hiring policies must adhere to the qualification requirements set out in applicable Regulations (eg. Regulation 298, “Operation of Schools – General”) and any applicable collective agreement provisions, the Board recognizes the importance of the following when developing its selection and evaluation criteria:

• valuing applicants’ additional experience, lived experience, skills, backgrounds and perspectives; and
• granting first consideration, where the skills, ability, and qualifications of the applicants are relatively equal, to applicants who self-identify as members of historically under-represented communities.
  
  

We encourage you to respond to our voluntary applicant self-identification questions. This data will inform our understanding of the diversity of our applicant pool as well as the progress of applicants throughout the hiring process. This data will inform our goals, strategies and actions and our progress towards creating and sustaining an inclusive and equitable workforce. Any information that you provide in response to these questions will be referred to during the hiring process for this position, and will be shared with the hiring manager and/or committee members responsible for the hiring process.

The section includes questions from Ontario’s Anti-Racism Data Standards (Standards, 2017). The Standards were established to help identify and monitor systemic racism and racial disparities within the public sector. The Standards establish consistent, effective practices for producing reliable information to support evidence-based decision-making and public accountability to help eliminate systemic racism and promote racial equity (adapted from Ontario’s Anti-Racism Data Standards, 2017).

Questions about this collection may be directed to Dixon Mohammed - Manager, Recruitment, Selection and Staffing at .

Accommodation

Upon request, we will provide reasonable accommodations for candidates who have temporary or permanent disability, or who otherwise require accommodations based on the protected grounds highlighted in the Ontario Human Rights Code in respect to the recruitment and selection process.

Wellness

The HDSB is committed to providing a respectful and healthy work environment.