School Admin Assistant - C2324/199

Current Shift: 8:00am- 3:41pm Monday to Friday

(Includes 1/2 hour unpaid lunch) 12 months per year while regular classes are in session

Additional minutes per day are included in the ‘Current Shift’ schedule above, which staff are expected to work daily in lieu of the spring break closure week in order to allow employees in continuing and temporary assignments to be paid their regular pay during the spring closure week as per Letter of Understanding -Spring Closure Week.

Pay Rate: $28.94

End Date: July 12, 2024 or return of incumbent, whichever comes first

JOB DESCRIPTION

POSITION

School Administrative Assistant

SUMMARY

Under the direction of the School Administrator, manages the office operations in a secondary school. Supervises clerical employees and monitors and reconciles school budget information.

DUTIES

• Supervises clerical employees
• Provides recommendations on office administration and school policy issues
• Develops and implements processes for major school projects (e.g. Grad, Awards, Course Selection, Emergency procedures, Scholarships)
• Assists with graduation planning and preparation
• Maintains grad lists and liaises with grad co-ordinators and parent after-grad committee
• Problem solves employee/parent/student issues as they arise and consults with Administrator
• Answers, responds to and troubleshoots inquiries from staff, students, agencies and the public
• Coordinates, prepares and updates student and staff information, etc.
• Updates and oversees school website, ensuring all information is current and accurate
• Initiates and maintains communication networks within and between school, outside agencies, district, and home on a variety of issues (some extremely sensitive)
• Trains, supervises and provides orientation to clerical employees, volunteers and students
• Manages collection of student information and maintenance of student records and prepares and runs reports
• Produces and distributes the school newsletter and other school related communications
• Ensures bells and clocks are on the correct time
• Arranges appointments and meetings, prepares and circulates agendas, records minutes, co-ordinates and manages multiple calendars
• Attends meetings (e.g. staff meetings, transition meetings, admin and counselling meetings) and provides follow-up clerical support
• Prepares course selection book and exam schedule
• Completes Health and Safety forms and other District forms and reports
• Reconciles school budget information related to staff costs using District budgeting software (e.g. MyBudgetFile)
• Reviews staff absence entries for accuracy prior to authorizing at week’s end and prepares reports
• Enters and documents employee changes (absences, new hires, assignment changes, Email distribution lists)
• Troubleshoots initial payroll issues/questions for employees at the school
• Ensures vacant positions are temporarily filled as needed with replacements and fills dispatches in emergent situations
• Prepares complex documents (e.g. September start-up packages, staff handbook, parent guidebook, student agenda, course selection guide, programs, graduation packages), reports and confidential correspondence
• Schedules parent-teacher interviews
• Maintains a school-year overview calendar in order to support admin with deadlines and planning
• Designs, implements and manages office routines
• Coordinates process for registration of “out of area” students
• Supervises students waiting in the office for School Administration
• Supports and assists staff in the use of office software including word processing, spreadsheet, desktop publishing and school-based student information systems
• Provides in-service, trouble shoots problems and arranges for repair of office equipment and telephone system
• Participates as a member of the Critical Incident Response Team and Health and Safety Committee
• Coordinates the orientation of new staff members and establishes access and account information for new staff (e.g. Zimbra), student information system (e.g. MyEducation BC), etc.
• Coordinates locker assignments, and parking assignments/control for staff and students
• Coordinates multiple field trip procedures and international and overnight field trips
• Liaises with VIHA staff and ensures students with medical alerts and related correspondence (e.g. Anaphylaxis/Diabetes Action Plans) is up to date and lists are published
• Liaises with VIHA staff to co-ordinate and organize student immunizations
• Coordinates and maintains school equipment inventory
• Coordinates maintenance requests
• Researches and orders resources and supplies

* Performs other assigned duties that are within the area of knowledge and skills required by the job description.

QUALIFICATIONS

• Grade 12
• Four years related experience
• Minimum word processing of 70 W.P.M.
• Certificate in Office Administration
• Working knowledge of a school based student information system (e.g. MyEducation BC) and other software related to a school environment (LibreOffice, Graphic design, Adobe)
• Formal training in Personnel Practices (e.g. Human Resource Management, Effective Supervision, Effective Communication, Conflict Resolution)
• Demonstrated ability to compose effective business correspondence in an efficient manner
• Demonstrated ability to multitask and work in an office environment with regular interruptions and tight time pressures

* Or equivalent combination of training and experience.

DESIRABLE SKILLS

• Knowledge of District policies and procedures
• Working knowledge of Linux Operating System
• Working knowledge of open source word processing software (e.g. LibreOffice)

Job Type: Full-time

Salary: $28.94 per hour

Expected hours: 35 per week

Benefits:

• Company pension
• Dental care
• Employee assistance program
• Extended health care
• On-site parking
• Vision care

Schedule:

• Day shift
• No weekends

Work Location: In person

Application deadline: 2024-02-28
Expected start date: 2024-04-03