Senior Administrative Assistant, School (FRH) Permanent

Elk Island Public Schools (EIPS) is one of the largest school divisions in Alberta serving the education needs of approximately 17750 students in 43 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.

EIPS is recruiting a full-time Senior Administrative Assistant with F. R. Haythorne Junior High School. This role includes work on budget invoices as well as administrative and office support. As this position is located in the main office experience working with students is an asset.

F.R. Haythorne Junior High serves approximately 590 students in grades 7 to 9 with 24 teaching staff and nine support staff. The school is located in Sherwood Park AB.

Character education citizenship and student leadership are integral to the F.R. Haythorne experience. Staff administration and the parent community maintain very high academic and behavioural expectations for students attending the school and the school has established a consistent emphasis on maximizing student achievement.

• Commencing March 30 2026
• 37.5 hours per week (Monday to Friday 7.5 hours per day)
• Open to internal and external applicants
• Click on Sign in With Employee Email to be considered an Internal Applicant
• EIPS offers a comprehensive benefit package

JOB SUMMARY

The Senior Administrative Assistant focuses on supporting the day-to-day operations and administrative tasks in a school and for contributing to the operational effectiveness of Elk Island Public Schools (EIPS) and its educational environment. The position ensures effective front-desk operations and coordination which includes developing effective and efficient procedures planning and maintaining schedules; facilitating communications with students families staff and visitors; verifying and reporting attendance. Related responsibilities include monitoring inventory levels purchasing and reconciliation; managing records; and managing activity-based funds and executing routine financial transactions tied to school operations and events. This position ensures as needed effective management of routine transactions within limited financial risk to the division. The Senior Administrative Assistant supports various school events and activities while contributing to a positive respectful work environment. Specific position duties may vary within the areas of key responsibility and are determined by school needs.

KEY RESPONSIBILITIES

Budget and Invoices

• Support administration with budget processes as required and in compliance with administrative procedures and regulatory requirements.

• Manage transactional financial duties including accounts payable accounts receivable preparing invoices collection of funds bank deposits journal entries process purchase card transactions and administration of student fees ensuring data is up to date for the year.
• Participate in the annual budgeting and planning process with administration.
• Monitor collection of school fees collaborate with families to develop payment options for outstanding fees as per administrative procedures.
• Advise administration of ongoing issues with collection of school fees.
• Assist administration as needed in areas of financial duties such as monitoring annual financial transactions tracking department budgets and running financial reports while ensuring appropriate allocation of short term and/or activity-based funds in accordance with administrative procedures.

Record Management (Student and School)

• Confirm and maintain school course schedules student timetables and teacher schedules as directed by administration.
• Update and maintain student records in consultation with administration and other school staff.
• Manage correction and verification forms and registrations to ensure all necessary information and documentation is obtained.
• Assist in the report card administration process which may involve uploading information to the Provincial student information system.
• Register new students process transfers manage student departures and update student demographic information.
• Generate various reports in collaboration with administration.
• Maintain strict confidentiality ensure student and staff records are secure and managed in accordance with legislation such as the Protection of Privacy Act (POPA).
• Identify records eligible for disposal complete records disposition requests and dispose of records as per administrative procedures and POPA.

Administration and Office Support

• Provide excellent service to students staff parents and visitors including managing front door security answering phone calls and emails along with the intercom and in person inquiries.
• Effectively deal with complaints works to resolve issues and answer information related items that do not need to be referred to the administration.
• Coordinate workflow in the school office including providing support and assistance to other staff.
• Assist with internal and external communication with all stakeholder groups including preparing notices for families letters school newsletters and other documents as required.
• Administer the system parent portal account and assist parents as needed.
• Provide professional support to administration on various tasks and projects as needed. Assist in safety drills and ensure all students staff and visitors are accounted for.
• Maintain updates to the school website including the school calendar.
• Maintain an inventory of general supplies source vendors and products for purchase and order supplies as approved by administration.
• Maintain the absence system by verifying entries and meeting payroll deadlines.
• Assist staff with booking substitutes as needed and provide substitutes with necessary resources including staff timetables lesson plans key access etc.
• Develop and maintain school parent/teacher interview bookings.
• Ensure audit compliance with Alberta Education and provincial student information policies.
• Engage in professional development on an ongoing basis including the use of emerging technologies.
• Accurately maintain student attendance records ensuring data is up to date.
• Generate attendance reports and promptly alert parents of unnotified student absence and inform administration of attendance concerns.
• Monitor reported student symptoms to determine patterns of concern within classes.
• Provide basic first aid to students staff and visitors as required and distribute student medication as per administrative procedures.
• Provide backup support to front office staff to ensure timely effective service to students staff parents and visitors.
• Effectively deal with complaints works to resolve issues and answer information related items that do not need to be referred to the administration.
• Support administration with various tasks and projects and train and mentor staff as needed.
• Provide oversight for attendance reporting and facilitate communications to parents and administration regarding concerns.
• Administer the parent portal system account and assist parents as needed.
• Assist with safety drills and ensure all students staff and visitors are accounted for.
• Assist school staff with booking substitutes and ensuring substitute staff are equipped with necessary resources including staff timetables lesson plans key access etc.
• Provide basic first aid to students staff and visitors as required and distribute student medication as per administrative procedures.
• Maintain accurate school employee records including completing new hire request forms and payroll change forms ensuring staff absences are entered into Atrieve and meeting payroll deadlines.
• Liaise with Payroll and Human Resources to report and resolve issues while ensuring compliance with regulations administrative policies and deadlines.
• Manage purchase requests for supplies books equipment and furniture ensuring timely procurement adherence to budgetary allocations and compliance with administrative procedures.
• Liaise with the Purchasing to create contracts for services in accordance with administrative procedures.
• Maintain supply inventories source vendors and products for purchase and order supplies as approved by administration.
• Liaise with IT for troubleshooting and to maintain current office information systems including Microsoft office and other school systems.

• Engage in professional development on an ongoing basis including the use of emerging technologies.

QUALIFICATIONS

Education

• Minimum Required: Certificate or diploma in office management business administration or related equivalency.
• Preferred:Accounting coursework

Experience

• Minimum Required:3 years of office administration experience. As well as front office and customer service experience.
• Preferred: Basic accounting/bookkeeping experience.

• Previous school division experience including managing student records.

Knowledge Skills and Abilities

Minimum Required:

• Attention to detail and accuracy in record-keeping.
• Excellent oral and written communication and interpersonal skills.
• Strong prioritization organization multitasking problem solving and time management skills.
• Ability to successfully work in a multi-disciplinary team environment as well as independently with minimal supervision.
• Strong ability to adapt and manage change with frequent interruptions.
• Proficient in Microsoft Office Suite emerging technologies and web-based applications.
• Knowledge of records management principles including the Protection of Privacy Act (POPA).

• High level of integrity business professionalism and discretion in dealing with confidential and sensitive information.

Preferred:

• Familiarity with EIPS platforms such as PowerSchool Spend Dynamics Atrieve SharePoint and Permission Click.
• Familiarity with provincial student information systems and policies.

For more information please contact Erin Clark Principal F. R. Haythorne Junior High School at or email .

Only online applications will be accepted.

Elk Island Public Schools appreciates and considers all applications; however we only contact candidates who are selected for interviews.

If you require assistance with the application system please call Apply to Education at 1- or