Temporary Senior Administrative Assistant 12M - Facility Services & Planning (35hrs)

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

Job summary

A regional school board in Burlington, Canada, is seeking a Senior Administrative Assistant for Facility Services & Planning. The successful candidate will support management staff, handle confidential records, and administer accounting processes. Essential skills include technical proficiency, organizational ability, and strong communication. The role offers remote work flexibility as well as a competitive salary range of $28.36 - $32.20 per hour.

Qualifications

• On-the-job experience needed for tasks.
• Knowledge of ordering and budgeting processes essential.
• Excellent technical skills and organizational abilities required.

Responsibilities

• Administer confidential school and property records.
• Handle accounting & budget process administration.
• Communicate with public and staff via various channels.
• Administer capital renewal, maintenance, and planning.
• Coordinate and distribute data across departments.

Skills

Technical skills

Organizational abilities

Interpersonal skills

Communication skills

Budgeting processes knowledge

Tools

MS Office (Word, Excel, PowerPoint)

Google Suite (Gmail, Sheets, Docs, Slides)

Adobe Acrobat

ESRI products

AutoCAD

Sparkrock

SharePoint

Job description

OSSTF (OFFICE/CLERICAL/TECHNICAL UNIT)

NOTICE OF TEMPORARY VACANCY

POSITION: Senior Administrative Assistant - Facility Services & Planning

35 hours/week, 12 months/year

LOCATION: J. W. Singleton Centre & Remote – 2050 Guelph Line, Burlington

SALARY CATEGORY: As per the Schedule (Level 6) $28.36 - $32.20 per hour

STARTING DATE: As Soon As Possible – August 31, 2026

Position Summary

The Senior Administrative Assistant - Facility Services & Planning supports department management staff and reports directly to the General Manager of Planning. Responsibilities include advanced office administration, maintenance and data input of building operations, maintenance, construction, accommodation and property data, and managing accounting transactions and the budget process for capital renewal, capital construction, operations, and planning. The role also involves maintaining the Board’s leased property assets and supporting a business environment with more than $60M in operations and $200M in capital priorities and renewal.

Responsibilities

• Confidential school and property record administration – ECIS/SFIS record creation/maintenance, eBase records administration, preparing Ministry reports & records, registration, maintaining property records, portable lists, accommodation & enrolment records, etc.
• Accounting & budget process administration such as purchase requisitions, construction certificate of payment processing, change order tracking, etc.
• Communication via telephone, in person, email, mail – interactions dealing with public, administrative and school staff, contractors, sales people, parents, students, community partners, etc.
• Administration for capital renewal & maintenance, capital construction, facilities operations and planning department.
• Coordination and distribution of data to various departments.

Qualifications

On-the-job experience, including one full school cycle and prior related job experience, is needed to perform the tasks competently. The department seeks a competent team player who can meet the challenges of a busy office. Knowledge of ordering and budgeting processes is essential. The successful candidate will have excellent technical skills and organizational abilities as well as superior interpersonal and communication skills. A thorough working knowledge of Windows, MS Office (Word, Excel, PowerPoint), Google Suite (Gmail, Sheets, Docs, Slides) and Adobe Acrobat is required. Familiarity with ESRI products, AutoCAD, Sparkrock, and SharePoint is a definite asset.

Please note a pre-interview Excel test must be successfully completed prior to hire.

Applications

Applications, along with your resume and other supporting documents, must be submitted through Apply to Education by 4:00 pm on Thursday, December 18, 2025.

Job Category: Management & Professionals – Job Code # 3997732.
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. First consideration for posted vacancies will be given to qualified applicants from the employee group in which the vacancy occurs.

Requirements

• Valuing applicants’ additional experience, lived experience, skills, backgrounds and perspectives.
• 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.

Accommodation

Upon request, reasonable accommodations will be provided 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.