Administrative Assistant I (IT) - 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.

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 fulltime Administrative Assistant I with our Information Technologies (IT) department. Information Technologies is located at our Central Office in Sherwood Park Alberta.

• Commencing June 30 2025
• 37.5 Hours per week (7.5 hours/day)
• 12month position
• Elk Island Public Schools offers a Comprehensive Benefit package for permanent employees
• Open to Internal and External Applicants

• Click on Sign in With Employee Email to be considered an Internal Applicant

FUNCTION AND PURPOSE OF POSITION

This position primarily provides administrative support to the Directors of the Information Technologies department. It also includes providing support to the Executive Director Business Manager Records Management Coordinator and Systems Analysts working within the Information Technologies department. Duties range from supporting two directors general office tasks and assisting staff in the positive and efficient operation of the Information Technologies (IT) department.

KEY DUTIES & RESPONSIBILITIES

Administrative Support

• Supporting directors and IT personnel in the creation of project documents reports charters plans change requests and communications.
• Organize and schedule meetings record meeting notes and follow up on action items document and distribute meeting summaries
• Liaise with schools and Central Office departments including Human Resources Payroll Finance Purchasing Facilities Education Executive Supports for Students Transportation
• Order office supplies and arranging for office equipment maintenance
• Assist in arranging coordinating and scheduling professional development sessions planning days conferences and other events for the Information Technologies department (travel reservations conference fees facility bookings etc.)

• Assist in arranging and scheduling professional development offered by the department to school staff/system PD days (monitor sessions for minimum attendance provide a list of registrants)

• Support hiring processes and schedule interviews as requested

• Supporting records management by maintaining IT department records and ensuring proper storage retrieval and disposal

• Supporting the Records Management Coordinator with division records and data systems in collaboration and support of all departments and schools

• Supporting service data and network teams by scheduling and coordinating communications documentation and change management

• Drafting composing and formatting a variety of documents including correspondence capital plans results reviews strategic plans updating administrative procedures handbooks Weekly WrapUp articles FAQs letters technical documentation and other documents

• Assisting with purchasing of division technology and coordination of parts ordering

• Submitting service request tickets with the IT helpdesk on behalf of the directors or other staff to initiate tasks and work items
  

Personnel Administration

• Advises Human Resources of personnel changes
• Maintain policy and procedure related to personnel issues
• Ensure that job descriptions for the department are prepared and kept current
• Receive prepare and distribute evaluation reports and other personnel documentation
• Coordinate department flex and vacation forms and schedules
• Review staff absences and weekly attendance authorization

Reception and Office Support

• Answer calls and address inquiries if needed direct calls to the appropriate team member
• Respond to requests from Central Services administrators and staff school administrators and office staff
• Respond to requests from external consultants contractors vendors
• Relief central office front reception

EDUCATION AND EXPERIENCE

Education

• High School Diploma
• Supplemented by related oneyear program (e.g. secretarial business administration)

Experience

• Three years of related experience in an office environment

Equivalencies will be considered.

KNOWLEDGE SKILLS AND ABILITIES

• Written communication
• Verbal communication
• Organization
• Time management
• Attention to detail
• Problemsolving
• Technology up to date in a variety of software applications including Office 365 Google Suite Sharepoint
• Independence

For more information please contact Nathan Sinnamon Director Information Technologies ator email .

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