ADMINISTRATIVE ASSISTANT ON-CALL

School District No. 62 (Sooke), located in Langford, is the fastest growing school district on Vancouver Island and one of the fastest growing districts in British Columbia.  School District No. 62 (Sooke) operates in five municipalities, Sooke, Metchosin, Colwood, Langford and Highlands and serves three First Nations communities. Currently there are 27 schools with 11,300 students.  For further information about School District No.62 (Sooke), please access our district website at www.sd62.bc.ca.

Our District is seeking dynamic individuals with expertise in office administration who are looking for a career in our schools and District Departments.  If you are available Monday-Friday between 8:00 AM and 3:30 PM and looking for a fun and rewarding career, this may be your opportunity to make your knowledge and expertise count.  On an as-needed basis you may work Monday through Friday for 16 to 35 hours but not on major holidays, Winter and Spring Break or during the summer months.  It could be a perfect fit for you.

As part of our administrative spare board, you may be called to replace a Clerk Middle/Secondary and Elementary Administrative Assistant at Elementary Schools. You can find more information about all of our jobs on our website www.sd62.bc.ca. Some of the duties may include: greeting parents and students, directing incoming calls, preparing documents, spreadsheets and newsletters, supervising students, and processing monies for projects and expenses for on-going operations. Starting on our spareboard will allow you to gain school experience in any of our 27 schools and can lead to continuing employment.

 These positions fall within the CUPE Collective Agreement at a pay rate of $27.22 and $29.12 per hour. The hours and location of work will vary with the assignment.

 These positions require detailed oriented individuals with 50+ WPM or data entry equivalency; completion of an office administration certificate and basic bookkeeping skills.  Applicants must have sound clerical/office skills, proficiency in Microsoft Office, ability to work independently with minimal supervision, be willing to adapt to a changing work environment and be comfortable with face to face communication with the general public. Applicants must have Occupational First Aid Level I or be willing to take it.

QUALIFICATIONS:  

  1. 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.
  2. Advanced knowledge of relevant software programs, including the ability to import/export data between programs, (Windows, Outlook, Word, Excel, Microsoft)
  3. Trauma Informed Practice training
  4. Violence Prevention Protocol
  5. Training to administer medications including Epi Pens
  6. 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.
  7. Advanced knowledge of Ministry requirements for data collection, school funding and District/school reporting processes.
  8. Advanced knowledge of AtrieveERP (Payroll, Human Resources and Financial)
  9. Advanced knowledge of KEV Cash Online payment program including SGF reconciliation.
  10. Advanced knowledge of Traversa transportation software.
  11. Advanced knowledge of communication platforms including Appazur, School Messenger and school website.
  12. Advanced knowledge of IT Dashboard
  13. Salto Pro door control software
  14. Demonstrate financial management skills and ability to analyze financial data.
  15. Advanced knowledge of the Sooke District online registration system.
  16. Holder of a valid Occupational First Aid Certificate Level 1 or is capable of obtaining certificate.
  17. Knowledgeable about relevant WCB regulations and safe work practices necessary in a school/office environment.
  18. 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.
  19. Minimum of four years office experience with one year in a school office.
  20. Ability to type a minimum of 50 words per minute
  21. Able to operate and perform basic troubleshooting on all office machines and equipment.
  22. Ability to plan, organize and establish effective office procedures and prioritize the work of the office by using the knowledge of typical school cycles to predict upcoming workloads such as report cards, etc. without supervision.
  23. Excellent knowledge of business English spelling, grammar, punctuation, arithmetic and office practices.
  24. Ability to work as a team member.
  25. Ability to perform diversified tasks with constant interruptions without supervision.
  26.  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:

    1. 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.
    2. Composes and types a variety of letters, memos, forms, financial reports, office procedures, etc.
    3. Ensures that all work expected by the principal or vice-principal is accurately completed on time.
    4. Operates office machines and uses relevant software programs as required including school website.
    5. 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.
    6. 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.
    7. 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.
    8. 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.
    9. Coordinates with Transportation Department to maintain an up-to-date list of all bus passengers.
    10. Accurately maintains and manages student files including tracking enrollment, change requests and ensure proper documentation.
    11. Records teacher sponsored field trips and coordinates bus arrangements by requesting and entering field trip details into Traversa.
    12.  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).
    13.  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.
    14. Assists teachers in preparing instructional materials as approved by principal.
    15. Maintains office-filing, student files, systems for correspondence, orders, forms and all incoming materials.
    16. Receives public to the school courteously, determine their needs, and looks after them or routes them to the appropriate person.
    17. Respects the confidentiality of correspondence and discussions.
    18. Makes appointments and schedules meetings as required.
    19. Ensures that incoming mail, faxes and courier items are opened and distributed.
    20. Ensures that all office equipment is kept in good repair.

    TERMS OF EMPLOYMENT: Ten and one halfmonth year.

School District No. 62 (Sooke) is an equal opportunity employer that is committed to diversity, equity and inclusion in the workplace that is free of discrimination and harassment.  We believe in a learning and work environment that is welcoming and safe that values, reflects and appreciates differences.

To review the full job description and apply online, please go to Sooke 62 at:  www.makeafuture.ca 

 Applications must be submitted on-line by Friday, January 14, 12:00 noon.

 We thank all applicants for their interest, however, only those candidates selected for further consideration will be contacted.