Elementary Office Assistant Long Term Occasional 0.5 FTE

Join The Upper Canada District School Board

Creating Futures Leading and Learning for All

We are currently accepting applications for Elementary Office Assistant . Under the supervision of the school Administrator the Elementary Office Assistant provides a high level of service excellence while providing front line assistance and administrative support in the busy hub of the school office environment. Under the direction of the Elementary Office Administrator this position is responsible for a variety of duties key to the school office management and communication within the school including student registration maintaining and accurate current student files providing reception compiling staff and student attendance data preparing reports and correspondence.

This position is covered under the UCDSB/CUPE collective agreement. For more information on employment information such as entitlements pay staffing job protection union security and dues information under the agreement please click here to view it on our external website.

Qualifications and Experience:

• Completion of Ontario Secondary School Diploma.
• One year college diploma in office administration or a related field.
• One year office experience is required.
• An equivalent combination of education and experience may be considered.

Skills Required:

• Ability to interact in a positive manner using tact and diplomacy with staff students parents and the public and convey information in a clear and concise manner with a focus on service excellence.
• Intermediate proficiency in office software applications.
• Ability to manage and use various spreadsheet internet and database applications to extract information and filter data for reports.
• Ability to manage and maintain the schools web presence social media electronic signs and other forms of communication.
• Ability to use email and productivity tools (e.g. creating distribution lists) for school communication.
• Demonstrated technical aptitude to learn and apply new database applications (e.g. school banking software student information system staff absence reporting system)
• High level of organizational and time management skills; ability to plan and prioritize work to meet deadlines and to handle a variety of tasks simultaneously.
• Basic understanding and knowledge of accounting procedures is an asset i.e. issue cheques and receipts prepare bank deposits maintain petty cash.
• Ability to act as a team player and understand/promote/embody school success plans and system goals.
• Superior ability to work independently and as a positive member of a team.
• Demonstrated ability to maintain confidentiality of information concerning students staff and community agencies supporting students (e.g. F&CS (Family and Childrens services OPP)
• Ability to learn new procedures and routines to improve office efficiencies.
• Demonstrated problem solving and conflict resolution skills; handling a variety of conventional problems questions or situations.
• Adaptable and ability to deal with crisis and pressures in a calm caring professional and respectful way.

Duties & Responsibilities:

• Performs other duties as assigned
• Assists other members of office team including financial duties as required.
• Demonstrates good attendance and works in a healthy and safe manner in accordance with Ministry and Board policies.
• Participates in professional development to acquire and maintain skills in use of various software applications technical devices and system training (e.g. student information system social media website maintenance).
• Performs general office duties such as maintaining confidential files making/scanning copies setting up or maintaining school filing system (paper and electronic).
• Assists with kindergarten registrations by preparing pamphlets contacting parents reviewing registration forms and associated documentation and performs any necessary data entry into the student information system informing staff and opening Ontario Student Records (OSR).
• Updates student attendance when necessary printing absentee lists entering late arrivals and early departures and providing follow-up.
• As required ensures the accurate entry of student transportation busing data; works front line with STEO and busing contractors (as required); prepares emergency busing; ensuring safe student departure from school; walkers and pick up lists.
• Provides administrative support to academic staff with the arrangements associated with school trips or other matters (curricular and extra-curricular) e.g. creating/distributing/collecting electronic event consent forms requiring parental consent in accordance with Board policy.
• Monitors students who have been withdrawn from class to ensure ongoing student safety and observance.
• Assists in the ongoing maintenance of school equipment (e.g. photocopier PA system computer telephone) by performing initial troubleshooting of equipment; if problems arise places call for service to repair.
• Renders minor first aid to students (e.g. bandages ice packs) as required; may assist in the completion of accident/incident related forms or reports (e.g. OSBIE) at the request of the school Administrator.
• May assist in the coordination of events and prepares/obtain supplies (with school Administrator approval) for events for example assemblies open house parent teacher interviews etc.).
• Upon request assists with the preparation and submission of cyclical Ministry reports; ensures data is extracted from student information system reviewed reconciled and uploaded to Ministry website; submits information to school Administrator for verification of data for sign off/approval within report deadline.
• Ensures the daily completion of Safe Arrival/Dismissal procedures is adhered to and documented in accordance with Board policy and procedures; uses the daily student attendance reporting student information system to ensure accurate record keeping and reporting.
• With a focus on service excellence provides information and responds to inquiries and requests from students parents staff outsie agency staff Board staff parent council members and the general public via in-person by telephone or electronically with tact and diplomacy; schedules appointments; monitors voicemail; refers to school Administrator as appropriate.
• Provides administrative support to the school Administrator and related administrative areas by preparing reports email communications processing letters creating newsletters announcements etc. and other materials as assigned (e.g. staff handbooks emergency procedures etc.); assists with copying and distribution as required.

Application:

Your completed application on Apply to Education must include the following:

• Cover Letter
• Resume
• Updated Applicant Profile
• Complete responses to job related questions

You may also wish to attach relevant diplomas certifications reference letters etc. relevant to your application.

References:

UCDSB requires your current and two most recent direct supervisors.

If your experience is in a day-to-day occasional capacity ensure that you list the length of time that you worked for that Supervisor and whether the assignment was casual day-to-day or in a long-term occasional capacity.

The UCDSB does not accept colleagues or personal references.

Selection Process:

The UCDSB selection process includes a review of required qualifications interview and assessment process and reference checks. All employment offers are conditional on candidates providing a valid criminal record check for the vulnerable sector.

The Upper Canada District School Board (UCDSB) is committed to equity in employment. As an equal opportunity employer we are committed to establishing a qualified workforce that is reflective of the diverse population we serve. The UCDSB is committed to providing accommodations for people with disabilities. If you require an accommodation we will work with you to meet your needs. This would be facilitated upon receiving an interview and would be done by contacting Human Resources at