Administrative Assistant

Description:

The Waterloo Catholic District School Board with a total student population of 38,000, provides services to students in 50 schools (Kindergarten to Grade 12) across the Waterloo Region.

The Board conducts intentional recruitment and selection as it seeks to achieve a state of greater equity for employees and students and to diversify its workforce.

All qualified applicants are welcome and encouraged to apply and applicants may choose to indicate if they are from a group who has experienced racial or social discrimination. Self-identification data will be used as a consideration in this posting. Aggregate data will be stored anonymously to support improvements to the Board’s hiring processes.

General Description of Duties:
Operate, maintain and update the Aspen System and use the Aspen System for attendance purposes, school reports, registrations, transfers and retirements.

Responsible for accurate payment and invoicing for all school generated funds following all processes as identified by Business & Finance.

Operate, maintain and manage the school generated funds accounting and online payment system, School Cash Online

Compile and maintain school account information and maintain the ongoing yearly budget file for the school budget.

Compile, maintain and file confidential records such as Ontario Student Records (O.S.R.), budget records, staff and student absenteeism, requisitions, school council records and reports.

Perform reception duties such as receiving and directing visitors, receiving and placing telephone calls, distributing mail/couriers/faxes/emails, recording and distributing messages, responding to inquiries where directed by the principal, scheduling meetings and appointments.

Complete all student registrations, transfers and related procedures.

Compose, process and distribute correspondence and reports such as letters to parents/administration, monthly newsletter (with the direction of the Administrator), monthly reports and confidential records; report card printing for teaching staff (3 times per school year).

Order, receive, distribute and maintain office and school supplies.

Facilitate student attendance procedures and visitor/volunteer procedures.

Coordinate the duties of the administrative assistant staff where the school has a Administrative Assistant (Elementary) position.

Maintain First Aid supplies and log book as well as support the safe distribution and logging of student medications.

Maintain and provide all school level and Board forms and templates.

Operate general office equipment such as photocopiers, fax machines, PA system, walkie talkies and computers.

Other duties as assigned.

Minimum Requirements:
Elementary and secondary administrative assistants will be provided with first consideration.

Possess a two (2) year college diploma in Office Administration or Business Administration.

1-2 years related work experience.

Excellent organizational and multi-tasking skills in a busy work environment.

Strong communication and interpersonal skills.

Strong problem solving, conflict resolution, decision making, and leadership skills.

Knowledge of basic accounting principles.

Advanced level knowledge and demonstrated ability in Word, Excel, Publisher and PowerPoint software.

Demonstrated knowledge and ability in Aspen (or similar relational database i.e. Trillium), School Cash Suite KEVGROUP

Knowledge of the Board and Ministry policies and procedures would be a definite asset.