Permanent part-time (50% - 18.75 hrs per week) Administrative Assistant

at  Prairie Valley School Division

CLOSING DATE:

01/30/2025
At Prairie Valley School Division, we strive to inspire lifelong learners and engaged citizens. Our work is guided by our core values. We believe in the power of Compassion, caring for others with empathy, kindness, and genuine concern without judgment. We prioritize a sense of Belonging, embracing equity, diversity, and inclusion for all to succeed. Our commitment to Integrity means we uphold honesty, ethical behaviour and being true to our word by taking ownership for all our actions. We believe in Collaboration, engaging in meaningful relationships built on mutual trust and open, transparent communication. Finally, we thrive on Curiosity, continuously inspiring excellence, growth and improvement fueled by innovation, creativity and courage.
We believe all employees have an important role in ensuring students have the best possible opportunities to achieve success in learning and life. If you are looking for a supportive and collaborative work environment where you can have a positive impact on student success and our school communities, we invite you to apply for the Administrative Assistant position at Bert Fox Community High School in the community of Fort Qu’Appelle. Bert Fox Community High School offers grade 8-12 programming to an enrolment of approximately 270 students. Fort Qu’Appelle is located 80km east of Regina. This is a permanent 50% position that will commence on February 5, 2025.

The Administrative Assistant is responsible for providing general administrative assistance and support to the Principal and Vice-Principal and organizing and maintaining an efficient school office that contributes to the smooth operation of the school for the benefit of administrators, staff, students and parents, while projecting a professional image as a first point of contact for the school.

What you will do:

• The Administrative Assistant provides support in communication by:
• Supporting the Principal in the development and distribution of school newsletters, website updates, digital signage, student handbooks and other means of communication, consistent with Division standards, both internally and with parents/guardians and the broader community.
• Maintaining internal communication systems to ensure all staff assigned to and associated with the school are aware of needed information via electronic, printed and other means.
• Assisting students and parents/guardians by explaining school and school division operating procedures, policies and events.
• Greeting and directing visitors, itinerant staff and contractors and responding to telephone, e-mail and in-person inquiries and requests, or directing them to appropriate staff members or students, in a timely, accurate and professional manner.
• Maintaining an accurate and up to date school events calendar.
• The Administrative Assistant provides support in records management by:
• Establishing, maintaining and monitoring accurate, organized and efficient electronic and manual filing systems, ensuring that final documents are filed in accordance with Division procedures, finding/retrieving printed and electronic documents efficiently, and performing an annual print and electronic records cull consistent with the Records Retention Guide and relevant Administrative Procedures.
• Gathering, entering, collating and formatting data and information in an accurate and timely manner.
• Registering new students, securing appropriate student records, maintaining confidential student records, and transferring records for students moving to other schools.
• The Administrative Assistant provides support in financial management by:
• Preparing and coding invoices and purchasing card transactions and performing other financial/accounting functions for school-based budget allocations and school generated funds in an accurate and timely manner, consistent with Division standards.
• Assisting the Principal in preparing and monitoring the school-based budget and school generated funds.
• Preparing requisitions/purchase orders for supplies and maintaining an inventory of office and school supplies.
• The Administrative Assistant provides support in human resource management by:
• Assisting the Principal in the orientation of new staff and substitutes to location-specific procedures and expectations, provides technology and keys, etc.
• Performs other duties as may be required or assigned by the School Administrator.
• Responsibilities may vary depending on FTE Allocation for each school.

What will make you successful:

• A minimum of one (1) year post-secondary education in a field such as business administration or office administration.
• A minimum of one (1) year of experience working in an office setting in a large and diverse organization.
• High degree of proficiency in database software and Microsoft Office applications, particularly Word, Excel and Outlook.
• Demonstrated knowledge of basic accounting.
• Ability to operate office equipment.
• Excellent interpersonal skills.
• Ability to display professionalism in all relationships and interactions.
• Knowledge of MSS, Teacher Logic, Navision, Absence Management, SDS, SGF, Conference Manager, Permission Click, and/or SWIS would be an asset.
• Ability to manage confidential material and maintain staff and student privacy.

What you can expect:

• Hourly rate range: $23.37 - $27.33.
• 100% employer paid health benefits plan.
• Employer matched pension plan.
• Hours of work are 18.75 hours per week, Monday to Friday on school day; exact scheduling to be determined. Administrative Assistants are not scheduled to work during school vacation periods including the summer break.
• Additional working conditions, leave provisions and other benefits are described in the CUPE Agreement.

How to Apply:

• For further details of the position, contact Julie Stiglitz, Principal of Bert Fox Community High School by email julie.stiglitz@pvsd.ca or calling the school at 306-332-4343.
• Interested applicants will apply online at www.pvsd.ca/careers by midnight on Thursday, January 30, 2025.