Administrative Assistant I Student Transportation - Permanent

Elk Island Public Schools (EIPS) is one of the largest school divisions in Alberta serving the education needs of approximately 17950 students in 42 schools. Every day the staff and students of EIPS are encouraged to pursue opportunities to grow and discover their passions in life. We pride ourselves on providing staff and students with the tools to achieve success by offering dynamic programming current resources and practical professional learning opportunities.

Elk Island Public Schools Central Services building is located in Sherwood Park at 683 Wye Road. Providing services for the Division Central Services 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. Central Services is staffed by 190 employees.

EIPS is recruiting a permanent fulltime Administrative Assistant I 12month position) with our Student Transportation department.

Our Student Transportation department transports over 10400 students operates 182 buses and over 500 bus routes on a daily basis. Students are transported directly or through transfer sites throughout the school division. The Student Transportation department is located at our Central Office. Our Student Transportation department is located at our Central Office in Sherwood Park.

• Commencing April 14 2025
• 37.5 hours per week 7.5 hours/day Monday to Friday
• Open to Internal and External Applicants

• Click on Sign in With Employee Email to be considered an Internal Applicant
• EIPS offers a comprehensive benefits package

FUNCTION AND PURPOSE

Reporting to the Director of Transportation this position is responsible to provide support to the Director of Transportation to ensure that the overall operational needs of the department are maintained in a safe and efficient manner.

Administrative Support to Director

• Management and planning of Director of Transportations calendar.
• Management of Student Transportation calendars including department deadlines flex/vacation School Visits and any other calendars as required.
• Administrative changes to new and existing contracts with Contract Bus Operators (CBOs)
• Scheduling of school visits with school principals
• Organize meetings for staff bus drivers and contractors including location food and speakers.
• Manage department processes and tasks to ensure department outcomes are met.
• Manage the Department Education and Assurance Review documents.
• Organize team building activities.
• Schedule interviews
• Assist with preparation of annual grant funding documents.
• Research as required by director for information and reports.
• Running mail merge
• Sending out School Messenger
• Build and manage statistical data including department surveys.
• Liaise with other departments including submission of tickets to IT or Facilities
• Prepare confidential correspondence including Board Reports and staff meeting minutes.
• Front office coverage as required including answering phone calls and inbox responses.

Traversa Transportation Software

• Running reports on transportation software for data gathering for board reports
• Report conversion to excel including manipulation of data using advanced excel formulas.
• Setting up students on buses
• Management of contractor accounts

Electronic Site Management

• Maintain and update SharePoint site for the department.
• Maintain electronic filing system.
• Manage School Messenger accounts.
• Manage department website.
• Responsible for maintenance of records management schedule.
• Manage FOIP requests
  

EDUCATION AND EXPERIENCE

Education

• High School diploma
• Supplemented by related one year program (e.g. secretarial business administration).
• Equivalent combinations of directly related postsecondary education and experience may be considered.

Experience

• Minimum of one to three 1 to 3 years related experience in a school or office environment.

KNOWLEDGE SKILLS AND ATTITUDES

• High degree of proficiency in office computer applications such as MS office including advanced excel.
• Excellent oral and written communication and interpersonal skills
• Strong prioritization organization multitasking problem solving and time management skills
• Ability to work independently
• Strong ability to adapt and manage change with frequent interruptions
• Ability to deal with sensitive and discretionary matters and maintain strict confidentiality
• Personal suitability

ADDITIONAL INFORMATION

This is a 12month position working in a fastpaced environment. The hours of work are 37.5 hours from 8:30 am 5 pm with an hour for lunch. Extra work hours will be required during peak times.

For more information please contact Lisa Weder Director Student Transportation ator email .

If you require assistance with the application system please call Apply to Education ator email .