Office Assistant

Description:

Reporting to the Manager, Child Care Services, the Office Assistant will provide a wide range of
administrative and clerical support to the Child Care Services department including budget, records
management and communication support.

Summary of Duties:
➢ Provide administrative support for Child Care Services team members;
➢ Create and track all purchase orders, supplies, and financial expenditures utilizing SAP;
➢ Liaise with suppliers directly regarding special and urgent purchases;
➢ Generate related SAP reports;
➢ Input journal entries and complete budget transfers as required;
➢ Track and monitor budget(s) and Ministry funded projects;
➢ Track Ministry reporting timelines and assist with the completion of Ministry reports;
➢ Process petty cash disbursements and mileage claims;
➢ Input and process Employee Services/Payroll information using SAP/HR (e.g., absences, attendance,

time cards, overtime);
➢ Create and maintain spreadsheets and databases for various projects and initiatives;
➢ Track and update data for projects;
➢ Assist with and/or compose, proof-read, format and prepare correspondence and communications for

various audiences;
➢ Input and update workshop data for Key To Learn;
➢ Maintain electronic and hardcopy files;
➢ Process attendance and absence reports for Extended Day Program (EDP) for City submission;
➢ Draft and send communications related to absent days for EDP families receiving fee subsidy;
➢ Prepare and distribute agendas, record, transcribe and distribute summary notes and follow-up on

action items;
➢ Organize the logistical needs for meetings, in-services and system wide events including booking sites,

requesting equipment, preparation of materials, confirming presenters, organizing room setup, etc.,
➢ Liaise with other central services staff and schools;
➢ Respond to telephone and e-mail inquiries and redirect as appropriate; and
➢ Other related duties as assigned.

Qualifications:
➢ Secondary school diploma including Business Studies courses (e.g., Computers, Accounting) with one-

year related clerical/administrative experience, or equivalent combination of education and experience;
➢ Proficient computer skills including (e.g., wordprocessing, spreadsheets, presentation packages,

databases, learning management systems, HR/Payroll, Financial systems, email);
➢ Understanding and working knowledge of related Board policies and procedures;
➢ Prior experience tracking and monitoring departmental budget;
➢ Ability to take initiative, work independently and maintain confidential information in a circumspect

manner;
➢ Good work organization and time management skills;
➢ Note taking and/or minute taking skills;
➢ Strong interpersonal skills with proven ability to work as a team player; and
➢ Ability to communicate in a sensitive, courteous manner with students, parents, trustees, community