Administrative Assistant I (ED EXEC) - Jobs in Sherwood Park, AB

Job Description

Elk Island Public Schools (EIPS) is one of the largest school divisions in Alberta, serving the educational needs of approximately 17,125 students in 43 schools. Every day, the staff and students of EIPS are encouraged to pursue opportunities to grow and to discover their passions in life. The Division prides itself on providing staff and students with the tools to achieve success by offering dynamic programming, up-to-date resources and practical professional learning opportunities.Elk Island Public Schools is recruiting a permanent Administrative Assistant I with Education Executive Services.Commencing approximately August 15, 202237.5 hours per week (Monday to Friday – 7.5 hours per day), 12 months per yearEIPS offers a comprehensive benefit package for permanent employeesOpen to Internal and external applicants.Elk lsland Public Schools Central Administration building is located in Sherwood Park, at 683 Wye Road. Providing services for the division, Central administration is comprised of eight departments, in addition to the Board of Trustees. The departments include: Education Executive, Communication Services, Facility Services, Student Transportation, Human Resources, Financial Services, Supports for Students, and Information Technologies.FUNCTION AND PURPOSE OF POSITIONThe successful candidate for this position will be responsible for providing assistance in the Superintendents area including Board Governance, classified and central office payroll, reconciliation of financial records, and records retention management under the direction of the Executive Assistant. Strong organizational skills, ability to work under pressure, and the ability to function with a team are required. The candidate will need to be professional, reliable, and have strong communication skills both written and oral.KEY DUTIES/RESPONSIBILITIESSecretarial Support

• Prepare, edit and proofread confidential administrative correspondence.
• Receive, edit and proofread Board Meeting reports.
• Organize meeting materials for committees and Board of Trustees (i.e., Public Board/Board Caucus Meetings).
• Organize and maintain payroll and budget reports according to the Records Retention Schedule.
• Under the direction of the Superintendent, coordinate Assurance Reviews/SEPs. Collect and organize yearly planning documents from principals and departments in the fall for review by the Board.
• Organize Assurance Review Binders for the Board of Trustees to include School Education Plan and Results Reports, Department Review Reports, School/Department Budget Reports, Alberta Education Accountability Pillar and Assurance Summaries.
• Conduct research, compile data, and prepare packages.
• Organize school binders annually and keep up to date to include School Education Plan and Results Reports, Information Summary, Accountability and Assurance Survey, PAT/Diploma Multiyear Reports, School Visit forms, Engagement Survey, EIPS Parent Survey.
• Collect and print PAT/Diploma results, Accountability and Assurance results from Extranet.
• Upload meeting packages and minutes to the Trustee Website and SharePoint retention sites.
• Update, print and distribute Department/Trustee Handbooks and Policy Manuals with direction from Secretary-Treasurer.
• Assist FOIP Coordinator with FOIP records management and FOIP requests.
• Ensures the integrity of electronic records and inactive information.
• Records management responsibilities including organization of electronic records, digitization and scanning processes.
• Set up of meetings/functions and notify participants of time and location.
• Co-coordinate correspondence with presenters about upcoming sessions and register attendees to events.
• Update Board, department, and Leadership calendars.
• Organize special events for Board of Trustees, senior executive and administration.
• Receive and distribute incoming mail and e-mail.
• Manage the maintenance of the office record systems.
• Liaise with senior administration, schools and departments, Alberta Education and other external agencies (suppliers).

Payroll

• Organize information on staff absences.
• Ensure absences are entered in the Atrieve Absence Management System.
• Ensure daily and weekly attendance reviews are completed.
• Review balances.
• Liaise with Central Office payroll department.

Financial and Accounting Systems

• Review and compare records and transactions to month end Atrieve reports.
• Record monthly expenditures to assist in preparing financial projections.
• Verification and process accounts payable.
• Collection of receipts, code, review, and approve monthly p-card transactions using Spend Dynamics.
• Create and submit cheque requests and journal vouchers as required.
• Initiate and purchase office and equipment supply.
• Receive and inventory supplies upon arrival.
• Liaise with Financial Services.

Other Duties as AssignedQUALIFICATIONSEducation and Experiencea) Education:High School diplomaSupplemented by related one-year program (e.g., administrative assistant, business administration)b) Experience:Three to five years of related experience in an office environmentEquivalencies will be considered.Knowledge, Skills and Abilities

• High degree of proficiency in software including Microsoft Office computer applications - Word, Excel, Adobe
• Familiarity with Atrieve, Powerschool, Adobe Creative Suite, navigation through internet
• Knowledge of office equipment
• Organizational and written communication skills
• Professional and interpersonal skills
• Ability to deliver a difficult message with tactfulness
• Ability to deal responsibly with confidential information.
• Organizational and time management skills
• Ability to work under pressure
• Ability to work with minimal to no supervision
• Accounting skills
• Problem solving skills

For further information, contact Carol Langford-Pickering, Executive Assistant at 780-417-8203 or email Carol.Langford-Pickering@eips.ca.Elk Island Public Schools appreciates and considers all applicants; however, we only contact candidates who are selected for interviews.If you require assistance with the application system, please call Apply to Education at 1-877-900-5627 or email info@applytoeducation.com.Quick Apply

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