Administrative Assistant, Finance Administration

No.: SCH II-24-0058NTE
POSTED: March 14, 2024
DEADLINE: March 22, 2024

Administrative Assistant, Finance Administration
1 – Acting Position
Business Services
Schedule II, Level 3
(Non-Union – 12 Months)
$61,273 - $72,810

(It is anticipated that the Acting assignment will end on June 30, 2024)

The Toronto District School Board adheres to equitable hiring, employment, and promotion practices.

Reporting to the Comptroller of Finance, the Administrative Assistant, Finance Administration will provide confidential administrative support in a team environment to the Comptroller of Finance and other department management staff.
The Administrative Assistant, Finance Administration will:
● Gather, analyse, prepare and summarize reports and correspondence for the Finance department;
● Assist with preparation of communication, presentation and training materials;
● Respond to general queries and liaise with department staff, school staff, trustees’ office, and outside agencies;
● Maintain orderly flow of information and accurate records for the areas under the responsibility of the Comptroller of Finance, including a wide range of confidential information;
● Assist with monitoring of the Finance department budgets; and
● Arrange meetings, take minutes and facilitate follow-up actions.

Summary of Duties:
● Provide administrative support to the Finance department management team;
● Research, gather, analyse, prepare and summarize reports for the Finance department (e.g., confidential financial information, legal and labour relations);
● Assist with organization and review of expense claims and supporting documents;
● Respond to inquiries from superintendents, principals, trustees, staff, members of the public and community (e.g., department policies and procedures);
● Compose, edit and prepare correspondence;
● Establish and maintain complex databases and spreadsheets;
● Prepare and process documents and handle issues of a confidential/sensitive nature;
● Attend Committee or Board meetings as required, and take notes of questions or comments for follow-up purposes;
● Manage and maintain office records, ensuring accuracy and appropriate cross referencing as required per the TDSB Record Information Management System;
● Input, process and maintain designated employee information including attendance, mileage, vacation schedules, etc;
● Prepare materials for presentations, meetings, workshops, etc;
● Assist with the design and compilation of related Board forms, guides, manuals and other
documentation;
● Assist with department budget planning process;
● Manage, process and track purchases and budget expenditures in SAP for the department;
● Coordinate calendar of the Comptroller(s), schedule appointments and meetings;
● Prepare agendas, record and distribute minutes, provide status report and facilitate follow-up
actions;
● Receive, review, prioritize, respond and/or follow-up to mail and e-mails as appropriate;
● Assist other Business Services department staff and provide back-up, as required;
● Provide leadership in fostering equity and inclusiveness in the development and
implementation of programs and services; and
● Other duties as assigned.

Qualifications:
● Secondary school diploma plus one year post-secondary courses in a Business
Administration program (e.g., accounting, finance, business writing, communications) with
three years of progressively responsible administrative experience in a financial setting, or an
equivalent combination of education and experience;
● Experience handling a broad range of administrative matters, including general accounting,
analysis of financial records, preparation of communication materials, composing and editing
correspondence, meeting preparation;
● Proficient computer skills including word processing, spreadsheet and database applications,
SAP HR Payroll and Financial information systems, website maintenance and design, email,
internet;
● Proven ability to communicate effectively (both orally and in writing) with staff, community,
parents, students and external organizations;
● Proven ability to organize and co-ordinate a diverse number of projects;
● Demonstrated ability to handle matters requiring high levels of diplomacy, sensitivity and
confidentiality;
● Knowledge and understanding of related Board and/or departmental policies and procedures,
collective agreements, Ministry directives, etc.;
● Demonstrated ability to manage a budget;
● Proven ability to work under pressure in order to meet frequent deadlines;
● Proven ability to prepare accurate minutes, reports and summaries;
● Ability to take initiative; and
● Proven ability in promoting equitable practices which value inclusiveness and diversity.

Special Requirements:
● Must be available to work evenings and weekends sometimes with minimal or no notice.
● Occasional travel across TDSB.

Work Year: 12 months
Location: 5050 Yonge Street (Hybrid Work Eligible)

Please note:
Applications must be submitted using the link below by March 22, 2024:
https://tdsb-jobs.sabacloud.com/Saba/Web_spf/CA1PRD0033/jobsjobs/
career/jobdetail/jobrq000000000003943  

Only applicants selected for an interview will be contacted. Applications will not be acknowledged in writing.

The Toronto District School Board is deeply committed to promoting Truth, Reconciliation and
the rights of Indigenous peoples, Human Rights, Equity and Anti-Racism, and the elimination
of Oppressive Practices, in our schools, our workplace and in the communities we serve. We
strongly encourage applications from all individuals including those with varied lived
experiences that can contribute to the diversification of the workforce at TDSB.

We strive to meet the accommodation needs of persons with disabilities. Applicants are
encouraged to make their needs for accommodation known in advance during the application
process.

The TDSB follows a hybrid work structure where some employees may be able to work
remotely at times, based on operational requirements. Please refer to Policy P103, Flexible
Working Arrangements for more information.