Temporary Operations Assistant SMH-ON - Education Centre

Hamilton-Wentworth District School Board; Hamilton; On-site; CAD 53,000 - 57,000; Part time

Job summary

Hamilton-Wentworth District School Board (HWDSB) seeks a Temporary Operations Assistant to support the SMH-ON program. The role coordinates financial processes, administers invoices, and maintains operational systems within the HWDSB framework, reporting to the SMH-ON Lead.

The position runs until August 31, 2027, with a 0.5 FTE workload and Ottawa-friendly schedule. Qualifications include a business diploma and 2–3 years in operations or financial/administrative support.

Qualifications

• Secondary school diploma in Business Administration or a related field.
• Minimum 2–3 years of experience in operations, financial or administrative support.
• Understanding of SMH-ON program processes and HWDSB procedures is an asset.
• Experience in MS Office and SparkRock; familiarity with Zoom meetings is preferred.
• Strong communication, time management and attention to detail.

Responsibilities

• Process project staff payment transactions including invoices and expense claims.
• Process external honorarium payments and purchase orders using SparkRock.
• Reconcile statements and maintain vendor accounts in line with Board procedures.
• Generate financial and operational reports to support program activities.
• Maintain databases, spreadsheets and electronic filing systems.

Skills

Operations

Financial support

Administrative support

MS Office

Zoom

SparkRock

Communication

Bilingual EN-FR

Education

Business Admin diploma

Tools

SparkRock

Job description

Temporary Operations Assistant SMH-ON - Education Centre

OCTU JOB OPPORTUNITY NOTICE (#JP-20 26- 15 PE302 )

TEMPORARY OPERATIONS ASSISTANT - SMH-ON PRO GRAM

OCTU GRADE 7 -- 12 MONTH, $53,243 - $57,376, 0.5 F.T.E. POSITION

VACANCY STATUS: Current Temporary Vacancy

As Soon As Possible to August 31, 2027

About School Mental Health Ontario (SMH-ON) Program As a provincial implementation support team, SMH-ON provides leadership, resources, implementation coaching and a community of practice to promote the uptake, scaling, and sustainability of evidence-based, implementation-sensitive, culturally-responsive practices in school mental health. This program is housed within HWDSB.

SCOPE

Reporting to the Human Resources, Finance & Operations Lead (SMH-ON program), this position provides operational, financial and administrative coordination for the School Mental Health Ontario program by administering financial processes, supporting provincial projects, maintaining operational systems, coordinating administrative activities and ensuring compliance with HWDSB and provincial procedures.

DUTIES

The incumbent will provide operational and administrative support to the SMH-ON program, including the following:

• Process project staff payment transactions including invoices and expense claims.
• Process external honorarium payments.
• Process purchase orders and payment requisitions using SparkRock in accordance with Board financial procedures.
• Reconcile corporate credit card statements and related expense accounts.
• Establish and maintain vendor accounts in according with Board procedures.
• Liaise with vendors regarding invoice inquiries, outstanding payments and account-related matters.
• Liaise with Accounts Payable and Accounts Receivable staff to support timely processing and resolution of financial matters.
• Verify, obtain appropriate approvals and process invoices against purchase orders, ensuring accuracy and compliance with Board financial, audit and taxation requirements.
• Generate financial and operational reports to support program activities.
• Prepare reports and analysis related to vendor accounts and program expenditures.
• Maintain and update databases, spreadsheets and electronic filing systems.
• Coordinate administrative support for projects and assist with other operational initiatives.
• Participate in regular SMH-ON team meetings.
• Perform other related duties as assigned.

QUALIFICATIONS

• Secondary school diploma in Business Administration or a related field.
• Minimum 2-3 years of experience in operations, financial or administrative support role.
• Understanding of and/or previous experience with SMH-ON program processes, administrative work and HWDSB procedures would be considered an asset.
• Experience in MS Office Suite, web meetings (Zoom meeting and/or webinars) and Financial Information System(s) - SparkRock preferred.
• Ability to work effectively in a virtual project team environment and demonstrate excellent communication and interpersonal skills
• Bilingualism (English, French) is an asset.
• Strong organizational and time management skills combined with a focus on accuracy and attention to detail.
• Knowledge of privacy, confidentiality, and information management practices with an understanding of/or an interest in supporting student mental health in Ontario schools.

APPLICATIONS

Applications from qualified permanent and casual employees in the OSSTF-OCTU units must apply via Apply to Education by:

NOTE: If there are no qualified applicants from among permanent employees of the OCTU bargaining unit, then applications submitted from casual members of the OCTU bargaining unit will be considered.

Testing may be conducted to determine level of knowledge and experience.

INTERVIEWS

The Board reserves the right to limit interviews and related tests to qualified candidates. It is expected that the Selection Committee will develop a short list of candidates to be interviewed which will be developed from a review of the letters of application, resume and qualifications of the candidates.

Accommodations

HWDSB is committed to providing accommodation throughout the recruitment and selection process, based on any human rights protected grounds.

If you require accommodation, please email [e-mail] and we will work with you to meet your needs.

We thank all applicants for their interest in the Hamilton-Wentworth District School Board. Only applicants selected for an interview will be contacted.

Employment Equity, Inclusion and Indigeneity Statement

Hamilton-Wentworth District School Board (HWDSB) is committed to building inclusive learning and working environments where students see themselves reflected in the curriculum, staff population, local environmental context and the broader community.

HWDSB's vision of Growing Together is rooted in our mission to ensure every student experiences a sense of belonging and engages in dynamic learning to reach their potential and build their own future. Guided by this mission, HWDSB strives to build a workforce that embodies the values of Compassion, Dignity, Trust, and Joy, while reflecting and welcoming the diverse and distinct identities, experiences and unique needs of our students, staff and our communities.

HWDSB seeks qualified candidates who share our commitment to equity, inclusion and Indigeneity, and who will contribute to the vision of creating inclusive and equitable outcomes for every student. HWDSB especially invites and welcomes applications from:

• Indigenous Peoples (e.g., First Nations, Métis and Inuit peoples).
• Members of groups that commonly experience discrimination due to race, ancestry, colour, religion and/or spiritual beliefs, or place of origin (e.g., Black and racialized communities, immigrant communities, etc.).
• Persons with visible and/or invisible (physical and/or mental) disabilities.
• Persons who identify as women.
• Persons of marginalized sexual orientations, gender identities, and gender expressions. (i.e., Two-spirit and LGBTQIA+).

As part of HWDSB's commitment to employment equity, inclusion and Indigeneity and removing barriers to groups that have faced and continue to face barriers in employment, we invite all applicants to complete a voluntary questionnaire that collects identity-based information. The voluntary questionnaire is on the Apply to Education application page for this position.

HWDSB is committed to providing accommodation throughout the recruitment and selection process, based on any human rights protected grounds. If you require accommodation, please notify us in advance and we will work with you to meet your needs.

Land Acknowledgement

Hamilton-Wentworth District School Board acknowledges our presence on ancestral Anishinaabe and Haudenosaunee Confederacy land as determined by the Dish with One Spoon treaty.

The intent of this agreement is for all nations sharing this territory to do so responsibly, respectfully and sustainably in perpetuity.

We respect the longstanding relationships with the local Indigenous communities, the Mississaugas of the Credit First Nation and the Six Nations of the Grand River.

Applicant Self-Identification Form

The information collected on this form is used to monitor HWDSB's progress toward our equity goals including our commitment to diversity in HWDSB recruitment and hiring practices.

We are committed to the security and confidentiality of information under our control, and to the protection of privacy with respect to personal and confidential information that is collected, used, disclosed and retained in the system (Policy 1.6 - Privacy). Information on this form is collected pursuant to Ontario's Education Equity Action Plan (Ministry of Education) and in accordance with the Municipal Freedom of Information and Privacy Act (MFIPPA). Access to this form is restricted to specific individuals in Human Resources. The Research and Analytics Department will use aggregate data from all the forms (not individual data) for internal reporting. Their access and use of the data is governed by MFIPPA and ethical research practices. Applicant Self-Identification Forms will be maintained in the Human Resources job competition file and securely destroyed 3 years after the job posting for candidates not selected for an interview and 3 years after the job posting for candidates interviewed, in accordance with general records retention principles.

If you prefer not to answer any of the questions, you can select “prefer not to answer”. This in no way affects your application or the applicant selection process. If you have questions or concerns about this form please contact [e-mail].