Office Assistant – Education Centre

Description:

The Saskatchewan Rivers Public School Division is inviting applications for an Out-of-Scope Office Assistant. This
position assists management to achieve an efficient operation in the Education Centre through exemplary
performance in a variety of receptionist, office management, and clerical functions and in doing so ensures the
safety and security of confidential information and documents.

This position reports directly to the Administrative Services Officer.

Duties and Responsibilities:

• Perform receptionist duties such as answering incoming calls, ascertaining the nature of the call and directing to

appropriate personnel in a professional and courteous manner.

• Greet all clients, respond to their inquiries and direct them or refer them to the appropriate meeting location or staff

member if unable to assist.

• Program and maintain the electronic telephone and voice mail systems as required.

• Manage and maintain the electronic booking system for scheduling of all seminar rooms at the Education Centre and

ensure appropriate information is posted as required. Ensure facilitators are aware of the fire drill instructions, use of
equipment in seminar room and availability of refreshments.

• Ensure that basic maintenance of photocopiers, mail machine and laminator is handled including contacting

appropriate companies for maintenance and ordering supplies as required.

• Process incoming/outgoing mail, courier deliveries and faxes on a daily basis. Maintain records of all transactions and

prepare and submit reports as required.

• Ensure adequate inventory of all required office supplies is available for Education Centre/Support Services Centre

staff; requisition office supplies online using Pcard for purchases, and reconcile Pcard transactions monthly.

• Program the doors of the Education Centre for access during office hours and for other meetings and functions as

required.

• Perform the data entry required for all leaves of staff based at the Education Centre, Support Services Centre and

Maintenance Centre, as well as timesheets for the Division.

• Assist with Human Resources duties including interview arrangements and filing of applications.

• Perform confidential secretarial duties for Administrative Council members and/or Superintendents as required.

• Act as contact person for all Education Centre, Support Services and Maintenance Centre staff regarding unplanned

leaves.

• Register and maintain database and records for home-based students for the school division in conjunction with

Superintendent of Schools.

• Assist staff with the creation of specialized documents.

• Handle minimal amounts of cash for small items received from staff.

• Comply with any and all applicable Board Policies, guidelines and practices, and legislation and regulatory