Administrative Assistant-Elementary School - Continuing
Administrative Assistant-Elementary School - Continuing
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Job Description
Position: Administrative Assistant - Elementary School - CONTINUING
Competition: SLocation/Dept: Pebble Hill Elementary
Hours: 36.00 Monday-Friday - 10 Months
EXTRA MINS-YES
Start Date: AUG 25 2025
Term of Employment: Continuing
Salary: $36.09 Per Hour
Posted: JUN 13 2025
Application Deadline: 4:00 P.M. FRIDAY JUN 20 2025
SUMMARY:
Reports to and works under the direction of the Principal and performs confidential and non-confidential
administrative secretarial and accounting services in support of the administrative function. Responsible for
organizing and directing the efficient operation of the school office and supervising the work of others.
DUTIES:
1. Performs a variety of administrative secretarial duties with minimum direction; attends meetings takes prepares and distributes minutes; gathers and compiles material for meetings budget preparation and reports; schedules appointments; screens telephone calls; reviews and processes mail; maintains calendar of administrative and school activities; monitors staff attendance and arranges replacements.
2. Co-ordinates and supervises the flow of clerical work in the office; supervises directs trains assigns and checks the work of others; monitors support staff and teaching staff attendance records.
3. Gathers information organizes and composes correspondence memos bulletins newsletters schedules and lists; keyboards/types proofreads duplicates photocopies collates and files a variety of reports forms statistical data and materials. Prepares and updates school policy book. May be required to maintain and update school web site.
4. Performs receptionist duties and responds to a wide variety of external/internal inquiries both by telephone and in person. Screens visitors to the school.
5. Provides back-up to the administrators in ensuring safety and security of students. Responsible for setting up and maintaining medical records of students. Supervises safe arrival program to ensure student safety. Notifies parents regarding injuries or illness. May be responsible for dispensing daily medications and providing both emergency and minor first aid. Supervises students in office and medical room.
6. Monitors multiple budgets to ensure conformity to approved allocations; performs purchasing/accounting duties; prepares orders including annual and semi-annual supply orders; uses corporate procurement card as required and in accordance with District policies and procedures; maintains inventory of supplies/texts; selects suppliers receives and verifies orders and invoices; reconciles monthly credit card and budget statements; prepares necessary documentation.
7. Operates and inputs data into computerized accounting system for trust accounts; collects cash and cheques; issues receipts and cheques; co-signs cheques; prepares and makes bank deposits; prepares monthly and year end trial balance and reconciliations; prepares GST reports and journal entries; maintains and reconciles petty cash account.
8. Enters data into computerized system to maintain student attendance records; registers new students including checking immigration and refugee status documents and ensuring proper paperwork is provided and complete in accordance with District guidelines; updates and maintains student records and files; obtains documentation for non-District and non-catchment students; monitors and balances Board and Ministry enrolment reports; uploads student marks from teachers files and makes corrections as required by the Principal teachers etc.
9. Enters data into computerized system to maintain and produce records inventory and statistical reports; develops data base/spreadsheet applications; enters remedy definitions and completes monthly report.
10. Assists with coordinating school start up and year end procedures including completing annual inventory of supplies and tests; prepares and processes ministry and district forms; class organization staff lists and schedules and school supply lists.
11. Performs a variety of secretarial duties which may be of a confidential nature; sets up and maintains files and records; arranges special events field trips and parent teacher interviews; places and monitors maintenance work orders; tracks itinerant staff schedules; collects and distributes Media Library materials.
12. Remains current with changing technology practices and equipment.
13. May perform minor first aid.
14. Performs other related duties as assigned.
QUALIFICATIONS:
Minimum of 1-2 years post-secondary secretarial or office administration courses/programs or equivalent. Minimum of 4 years recent clerical/secretarial experience preferably in a school setting (elementary) or equivalent combination of education and experience. Experience in word processing database and spreadsheet applications; knowledge of computers and computerized accounting system.
Ability to work independently to use initiative and independent judgement and to handle a high volume of detailed clerical work quickly and accurately with frequent interruptions.
Excellent interpersonal communication and organizational skills required. Ability to use judgement and tact when providing information.
Knowledge of district Policies and Procedures.
Experience supervising and assigning work to others is an asset.
Ability to set priorities and to meet deadlines with minimum direction.
Ability to operate a variety of office equipment.
Physically capable of performing the duties of the position.
Knowledge of basic first aid.
Knowledge of WCB and WHMIS regulations. Safe work practices.
Some positions may require the knowledge of a language other than English.
Delta School District is committed to fostering an inclusive and diverse environment. We encourage applications from individuals of all backgrounds and we actively seek to create a workplace that accommodates the needs of all employees including those with disabilities. If you require any accommodations during the application or interview process please contact Anchal Toor at so we can provide the necessary support to ensure equal process.
Employment Type
Full-Time
