Administrative Assistant, Governance and Board Services

at  Toronto District School Board

SPECIAL REQUIREMENTS:

Occasional travel across TDSB. Evening work sometimes required
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Work Year: 12 Months
Location: 5050 Yonge Street (Wheelchair Accessible) (Hybrid Work Eligible)
Only applicants selected for an interview will be contacted. Applications will not be acknowledged in writing.

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.

SUMMARY OF DUTIES:

• Provide confidential administrative support to the Senior Manager, Governance and Board Services;
• Create a wide variety of documents and correspondence (e.g. reports, presentations, letters, memos) including confidential employment, legal, governance, budget and other matters;
• Prepare and provide statistical data, reports and summaries;
• Receive, track, forward, respond to and/or follow-up on all incoming mail (including email);
• Receive and prioritize correspondence including requests for confidential information and professional reports;
• Prepare and distribute agendas, schedule and attend meetings, record, transcribe and distribute minutes and follow-up on action items for management teams and various Board committees;
• Schedule workshops, forums, conferences, meetings and book facilities;
• Provide support, guidance and/or training to Governance staff regarding various administrative and operational processes including Business Services (e.g. purchasing, budget administration), Employee Services (e.g. attendance), Records Management and other TDSB procedures, protocols and guidelines;
• Provide leadership, training and support on relevant databases and programs (e.g., eScribe, SAP, etc);
• Manage and maintain confidential office records ensuring accuracy and safe storage in accordance with the Records Information Management policy;
• Set up and monitor office budget(s) including journalizing expenses, reconciling with SAP, paying bills and other common budgetary processes;
• Manage and track expenditures and respond to budget queries and requests for information;
• Respond to calls from principals, parents, trustees, central staff, and members of the public and community;
• Assess nature of inquiries (e.g. information, emergency/crisis situations) by ascertaining details and providing appropriate information or referral;
• Review, create and disseminate departmental communication;
• Liaise with Central Administration staff at all levels and with various Board and community groups;
• Prepare a wide variety of communications for staff (e.g., weekly newsletters, updates, direct line communiqués, training materials, etc);
• Organize, update and maintain departmental websites;
• Liaise with Employee Services, Payroll or Business Services in resolving administrative issues such as discipline, performance reviews, staffing, attendance processes/issues (e.g. absences, timecards, payroll) etc;
• Liaise with other departments on specific professional issues, as well as procedures, protocols, and practices;
• Liaise and work as a team member with other administrative staff to support department, system-wide, and external initiatives;
• Other duties as assigned .
• Secondary school diploma plus one year additional course work in Business Administration including courses in computers, business writing and communications with three years of progressively responsible related experience handling a broad range of administrative matters or an equivalent combination of education and experience;
• Effective problem solving skills with the ability to work independently and in team environments;
• Proficient computer skills that will include spreadsheet and database applications; HR/Payroll and Financial information systems (SAP), student information system, email, wordprocessing, presentation packages (Power Point, Adobe Acrobat, Print Shop, Publisher), eScribe (Board meeting management software);
• Strong interpersonal and communication skills with proven ability to communicate effectively (both orally and in writing) with staff, community, parents, students and external organizations;
• Demonstrated ability to handle matters requiring high levels of diplomacy, sensitivity and confidentiality;
• Proven ability to organize and co-ordinate a diverse number of projects;
• Knowledge and understanding of related Board and departmental policies and procedures, collective agreements, records management and related legislation (e.g. Education Act, MFIPPA);
• Demonstrated ability to manage a budget;
• Proven work organization and time management skills;
• Proven ability to prepare accurate reports and summaries; and
• Ability to take initiative and work independently .

Reporting to the Senior Manager of Governance and Board Services, the Administrative Assistant will provide confidential administrative and office management support to the Governance and Board Services portfolio. Responsibilities will include:

• Liaising with system and school leaders, community partners, Provincial Ministries, parents and external organizations;
• Providing direction and guidance to staff on administrative and operational issues as they relate to Governance and Board Services;
• Maintaining accurate and up to date information, documentation and electronic data; and
• Supporting staffing and budget management