(Temporary) Transportation Administrative Assistant - 10 months per year - 20 hours/wk

The awarded applicant will be required to join the CUPE Local 748 Union.

Position Description:

Performs administrative secretarial basic accounting reception and clerical services for the Transportation department.

This position is due to a leave.

Reports to:

Manager of Operations or designate.

Direct Reports:

N/A

Duties & Responsibilities:

Performs receptionist duties. Screens visitors. Responds to a wide variety of external/internal inquiries by telephone email and in person.

Composes letters memos forms financial reports office procedures and various documents. Manages records and files.

Responsible for coding and reconciling school transportation invoices with schools.

Assists in maintaining student information in routing and surveillance software.

Oversees and distributes student bus passes.

Assists in organizing meetings and events.

Maintains and orders office and stationary supplies materials learning resources and equipment.

Records and files minutes and proceedings for transportation and staff meetings.

Performs related clerical duties including responding to inquiries reporting and data management.

The above job description reflects the principle functions of the job. Other comparable or transient duties which are within the area of knowledge and skills required by the job description may also be assigned.

Job Requirements: Minimum Qualifications

Education & Experience:

Grade 12.

Completion of an Office Administration program certificate or equivalent postsecondary education.

First Aid Level 1

Minimum two (2) years office administration experience.

Keyboarding 50 w.p.m

Skills & Knowledge & Abilities

SKILLS:

Strong verbal and written communication organizational and timemanagement skills.

Strong conflict resolution skills and an ability to manage difficult situations with tact and diplomacy.

Strong collaboration and teamwork abilities

Proactive and initiativedriven mindset

KNOWLEDGE:

Advanced knowledge of computer software in a Windows environment including word processing spreadsheet database Microsoft Office and webbased applications.

Knowledge and understanding of district processes in order to communicate effectively to solve practical problems.

Considerable knowledge and ability to operate and troubleshoot a variety of office equipment.

ABILITY

Ability to maintain effective working relationships with the public students teachers principals and other employees in addition to various outside agencies/suppliers.

Ability to understand and implement office procedures

Ability to organize and prioritize workload with limited supervision including managing requests and problemsolving.

Ability to convey information and sustain productive working connections

Ability to take meeting minutes

Ability to perform tasks requiring extended periods of concentration

Ability to handle frequent interruptions while working

Ability to adhere to deadlines including flexibility and adaptability.

RESPONSIBILITY

Exhibit professionalism and adhere to the district mission vision and values as outlined in the strategic plan.

Adhere to District policies procedures and safety protocols

Manage confidential and sensitive information with discretion and professionalism

Work with minimal supervision following established practices and/or methods

Maintain a high level of confidentiality.

WORKING ENVIRONMENT

Extended periods of sitting or standing in one place.

Extended periods of keyboarding and prolonged screen time.

Working in a fastpaced work environment managing time constraints navigating frequent interruptions and handling challenging interactions with the public.

Work is indoors in clean and wellmaintained buildings.

Work includes time pressures and interruptions.

Long periods requiring significant concentration.

KEY RELATIONSHIPS:

Good working relationships with:

School District 8 Staff

Vendors and Suppliers

General Public

For questions please contact Lisa Phillips Manager of Operations at

School District 8 supports equity hiring for Indigenous applicants.

*If you are experiencing any technical issues with your application process tocontact Make A Futures customer service line as HR cannot upload or assistwith these types of issues. We also cannot accept documents via emailsuch as cover letters/resumes/transcripts/teaching reports via email as they doneed to be part of the employees Make a Future profile.