Elementary Administrative Assistant (Temporary)

at  School District 62 Sooke

QUALIFICATIONS:

Secondary school graduation or equivalent and completion of a 2-year program in Office Administration (which must include courses in accounting/bookkeeping and office procedures) or equivalent.
Advanced knowledge of relevant software programs, including the ability to import/export data between programs, (Windows, Outlook, Word, Excel, Microsoft)
Trauma Informed Practice training
Violence Prevention Protocol
Training to administer medications including Epi Pens
Advanced knowledge of MyEducation BC including the Parent Portal, year end reporting, supporting all staff with report card entry, and auditing medical and legal student alerts.
Advanced knowledge of Ministry requirements for data collection, school funding and District/school reporting processes.
Advanced knowledge of AtrieveERP (Payroll, Human Resources and Financial)
Advanced knowledge of KEV Cash Online payment program including SGF reconciliation.
Advanced knowledge of Traversa transportation software.
Advanced knowledge of communication platforms including Appazur, School Messenger and school website.
Advanced knowledge of IT Dashboard
Salto Pro door control software
Demonstrate financial management skills and ability to analyze financial data.
Advanced knowledge of the Sooke District online registration system.
Holder of a valid Occupational First Aid Certificate – Level 1 or is capable of obtaining certificate.
Knowledgeable about relevant WCB regulations and safe work practices necessary in a school/office environment.
Ability to work as a team member to establish effective working relationships using tact and diplomacy with principals, vice principals, teachers, students, parents, support staff and other professionals in order to resolve problems or obtain services.
Minimum of four years office experience with one year in a school office.
Ability to type a minimum of 50 words per minute
Able to operate and perform basic troubleshooting on all office machines and equipment.
Ability to plan, organize and establish effective office procedures and priorize the work of the office by using the knowledge of typical school cycles to predict upcoming workloads such as report cards, etc. without supervision.
Excellent knowledge of business English spelling, grammar, punctuation, arithmetic and office practices.
Ability to work as a team member.
Ability to perform diversified tasks with constant interruptions without supervision.
Accountable for care, accuracy and attention to detail in all aspects of work and satisfactory provision of service.
RESPONSIBLE TO: Principal
SUPERVISES: Clerical Staff assigned
JOB GOAL: The Elementary Administrative Assistant assists and relieves the Principal administrative detail so they may devote maximum attention to educational administration. An employee of this class directs and assists in the effective provision of administrative, accounting, clerical and reception services in the school office. The work is performed under minimal supervision with a high degree of independent judgement and action in dealing with a variety of assignments and situations. The incumbent exercises courtesy, discretion, and diplomacy in explaining policies and procedures and in supplying information and assistance to staff, students, parents and the public. Judgement and independence are required to perform most duties.

PERFORMANCE RESPONSIBILITIES:

Coordinates the flow of clerical work in the school office to ensure maximum efficiency of all administrative functions; supervises, trains and assigns work to clerical staff.
Composes and types a variety of letters, memos, forms, financial reports, office procedures, etc.
Ensures that all work expected by the principal or vice-principal is accurately completed on time.
Operates office machines and uses relevant software programs as required including school website.
Ensures office supplies are maintained and orders class materials, learning resources, duplicating machine supplies and equipment as required which allows staff to effectively and efficiently complete their work in a timely manner.
Receives all money coming into the school which involves issuing receipts, keeping and balancing cash receipts register and cash disbursement registers, making bank deposits, and keeping bank reconciliation statements, issuing financial statements and full budget control of all accounts concerned.
Oversees or is directly involved in the financial administrative functions of the school including public and non-public funds, financial issues and concerns with KEV School Cash Online. Ensures that records are kept for the appropriate number of years as set out by Ministry of Education policy.
Supervises student calls. Makes calls to parents, public or fellow employees. Receives and re-routes all incoming calls, deals with public inquiries, makes appointments, etc. School based help desk for all families. Main contact for parents with all technology issues related to MyEd BC Parent/Student Portal. This includes creation of accounts, updating passwords and maintaining account access, assisting in-person and over the telephone with access to the program to view report cards and attendance.
Coordinates with Transportation Department to maintain an up-to-date list of all bus passengers.
Accurately maintains and manages student files including tracking enrollment, change requests and ensure proper documentation.
Records teacher sponsored field trips and coordinates bus arrangements by requesting and entering field trip details into Traversa.
Acts as timesheet coordinator for all staff and assists staff with entering absences and recording time in AtrieveERP. End of week audit to ensure all hours and leaves are recorded and accurate for administration approval to Board/Payroll. Locate TTOC’s as necessary when the system capabilities have been exhausted. All absences are reported to the Elementary Administrative Assistant.Works with Parent Advisory Committee on various school activities (i.e. sports day, hot dog days, fairs).
Provides first aid to students. Ensures necessary paperwork is completed, signed, processed and filed for the School Protection Plan Incident system. Supports Administration in all aspects of emergency response including quickly developing incident objectives, managing incident operations, application of resources as well as all responsibility for persons involved.
Assists teachers in preparing instructional materials as approved by principal.
Maintains office-filing, student files, systems for correspondence, orders, forms and all incoming materials.
Receives public to the school courteously, determine their needs, and looks after them or routes them to the appropriate person.
Respects the confidentiality of correspondence and discussions.
Makes appointments and schedules meetings as required.
Ensures that incoming mail, faxes and courier items are opened and distributed.
Ensures that all office equipment is kept in good repair.

DUTIES TO COMMENCE SEPTEMBER 25, 2024 AND WILL CONCLUDE UPON THE RETURN OF THE INCUMBENT OR UNLESS OTHERWISE NOTIFIED BY THE HUMAN RESOURCES DEPARTMENT.

Please be advised that only the successful candidate will be notified. The name of the successful candidate will be made known by the Human Resources Department by faxing the name of the successful candidate to all the schools.
Please note that failure to attach all pertinent information (i.e.: certificates, outline of relevant experience, resume, etc.) to demonstrate that you are qualified may exclude you from this posting