Elk Island Public Schools (EIPS) is one of the largest school divisions in Alberta, serving the education needs of approximately 17,950 students in 43 schools. Every day, the staff and students of EIPS are encouraged to pursue opportunities to grow and discover their passions in life. We pride ourselves on providing staff and students with the tools to achieve success by offering dynamic programming, current resources, and practical professional learning opportunities.
EIPS is recruiting a permanent Senior Administrative Officer, School at Bev Facey Community High.

Bev Facey Community High serves approximately 1,015 students in grades 10 to 12, with 53 teaching staff and 25 support staff. The school is located in Sherwood Park, AB. Bev Facey Community High’s many programs foster a culture of acceptance, support, fair play and excellence. Academics, athletics, fine arts, CTS programs as well as leadership opportunities all give students the opportunity to achieve excellence.

• Commencing September 8, 20225
• 37.5 hours per week (Monday to Friday – 7.5 hours per day)
• 12-Month position (Year-round position with no extended break during summer months)
• EIPS offers a comprehensive benefit package
• Open to internal and external applicants

JOB SUMMARY

The Senior Administrative Officer, School is responsible for overseeing the financial and administrative tasks to ensure the smooth operations of EIPS’s schools and its educational environment. The role involves maintaining business processes to accurately report and maintain school financials, managing purchasing and inventory, verifying absence records, maintaining student fees/records, handling communications, and providing front desk support. Senior Administrative Officer, School ensures the smooth operation of the school by maintaining business processes, accurate records, facilitating communication, and supporting various school events and activities.

EDUCATION

Certificate or diploma in office management, business administration, or related field. Post-secondary certificate or diploma in accounting or accounts administration preferred.

EXPERIENCE

Minimum of three years of related experience in a school or office environment.

KNOWLEDGE, SKILLS AND ABILITIES

• Strong financial management skills, including budgeting, financial analysis, and reporting.
• Attention to detail and accuracy in record-keeping.
• Excellent oral and written communication and interpersonal skills.
• Strong prioritization, organization, multitasking, problem solving and time management skills.
• Ability to successfully work in a multi-disciplinary team environment as well as independently with minimal supervision.
• Strong ability to adapt and manage change with frequent interruptions.
• Proficient in Microsoft Office Suite, emerging technologies and web-based applications.
• Knowledge of records management principles including FOIP Legislation.
• High level of integrity, business professionalism and discretion in dealing with confidential and sensitive information.
• Familiarity with EIPS platforms such as PowerSchool, Spend Dynamics, Atrieve, SharePoint, and Permission Click.
• Familiarity with provincial student information systems and policies

• Participate in the annual budgeting and planning process with administration.
• Support administration in areas of financial duties such as monitoring financial transactions, tracking department budgets, and running financial reports ensuring proper management and allocation of funds.
• Manage financial duties including accounts payable, accounts receivable, preparing invoices, collection of funds, bank deposits, reconcile bank statements, journal entries, and process purchase card transactions ensuring data is accurate and up to date.
• Reconcile expenditures against budget and assist in preparing financial projections and audits, ensuring compliance with regulatory requirements.
• Monitor collection of school fees, collaborate with families to develop payment options, and recommend course of action for outstanding fees as per administrative policies.
• Prepare financial reports and reconciliations for review and approval.
• Assist administration with school fee calculations for approval and verify requested expenditures meet budgetary allocations.
• Ensure cash funds are handled in accordance with business processes.
• Provide backup support to front office by providing excellent service to students, staff, parents, and visitors including managing front door security, answering phone calls and emails along with the intercom and in person inquiries.
• Provide informal training and coaching to other staff as needed.
• Assist staff with booking substitutes as needed and provide substitutes with necessary resources including teacher timetables, lesson plans, key access, etc.
• Provide professional support to administration on various tasks and projects as needed.
• Process purchase requests for supplies, books, equipment and furniture, ensuring timely procurement, adherence to budgetary allocations and in accordance with administrative policies.
• Maintain an inventory of general supplies, source vendors and products for purchase, and order supplies as approved by administration.
• Receive and inventory purchases.
• Liaise with the purchasing department to create contracts for services in accordance with administrative policies.
• Assist in safety drills and ensure all students and staff are accounted for.
• Maintain the absence system by verifying entries and meeting Payroll deadlines.
• Liaise with the Payroll Department, resolving payroll-related issues and ensuring compliance with regulations.
• Administer the system parent portal account and assist parents as needed.
• Draft hire request forms for new staff and complete payroll change forms for existing staff, maintaining accurate employee records.
• Engage in professional development on an ongoing basis including the use of emerging technologies.
• Identify records eligible for disposal, complete records disposition requests, and dispose of records as per EIPS policies and procedures.
• Accurately maintain student attendance records ensuring data is up to date.
• Generate attendance reports and promptly alert parents of unnotified student absence and administration of attendance concerns.