Administrative Assistant I (IT) - Permanent - Jobs in Sherwood Park, AB

Job Description

Elk Island Public Schools (EIPS) is one of the largest school divisions in Alberta, serving the education needs of approximately 17,000 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. We pride ourselves on providing our staff and students with the tools to achieve success by offering dynamic programming, up-to-date resources and practical professional learning opportunities.EIPS is recruiting a full-time Administrative Assistant I with our Information Technologies (IT) department. Information Technologies is located at our Central Office in Sherwood Park, Alberta.Commencing June 15, 202137.5 Hours per week (7.5 hours/day)12-month positionElk Island Public Schools offers a Comprehensive Benefit package for permanent employeesOpen to Internal and External ApplicantsFUNCTION AND PURPOSE OF POSITIONThis position provides administrative support to the Director and Assistant Directors of Information Technologies. It also includes providing support to the Business Manager and Systems Analysts working within the Information Technologies department. Duties range from supporting the director and assistant directors, consultants, general office tasks and assisting staff in the positive and efficient operation of the Information Technologies (IT) department.KEY DUTIES & RESPONSIBILITIESAdministrative SupportSupporting the director and assistant directors in the creation of project documents, reports, charters, plans, change requests, and communications.Organize meetings, record and follow up on action items, distribute meeting summariesLiaise with schools and Central Office departments including Human Resources, Payroll, Finance, Facilities, Education Executive, Supports for Students, TransportationOrder office supplies and arranging for office equipment maintenanceArrange and coordinate department professional development conferences, training sessions, etc.Assist in arranging and scheduling professional development sessions and conferences for the Information Technologies department (travel reservations, conference fees, etc.)Assist in arranging professional development offered by the department to school staff/system PD days (monitor sessions for minimum attendance, provide a list of registrants)Schedule hiring interviews as requestedSupporting records management by maintaining department records and ensuring proper storage, retrieval, and disposal of recordsSupporting data and network teams by scheduling and coordinating communicationsDrafting/composing/formatting a variety of documents including correspondence, capital plans, results reviews, strategic plans, updating administrative procedures, handbooks, etc.Personnel AdministrationAdvises Human Resources of personnel changesMaintain policy and procedure related to personnel issuesEnsure that job descriptions for department are prepared and kept currentReceive, prepare and distribute evaluation reports and other personnel documentationPrepare/Record department vacation forms and schedulesMaintain employee data reportsReception/Office ResponsibilitiesAnswer calls and address inquiries, if needed direct calls to the appropriate team memberRespond to requests from Central Services administrators and staff, school administrators and office staffRespond to requests from external consultants, contractors, vendorsRelief reception dutiesHelp draft written materials including Weekly Wrap-Up articles, FAQs, letters, technical documentation, and other documentsEDUCATION AND EXPERIENCEEducationHigh School DiplomaSupplemented by related one-year program (e.g., secretarial, business administration)ExperienceThree years of related experience in an office environmentEquivalencies will be considered.KNOWLEDGE, SKILLS AND ABILITIESWritten communicationVerbal communicationOrganizationTime managementAttention to detailProblem-solvingTechnology- up to date in a variety of software applications including Office 365, Google Suite, SharepointIndependenceDECISION MAKINGThe types of decisions the Administrative Assistant is required to make on a regular basis may include:Set priorities and timelines in the office, as part of supervisory dutiesScreen telephone calls for Director/Assistant Director/CoordinatorDecide best method to organize filesSome decisions on a day-to-day basis on office practices and proceduresFor more information, please contact Weylin Gilewich, Director, Information Technologies, at 780-417-8237 or email weylin.gilewich@eips.ca.Only online applications will be accepted.Elk Island Public Schools appreciates and considers all applications; 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.”