Administrative Assistant-Elementary School - Continuing

Position:
Administrative Assistant - Elementary School - CONTINUING

Competition: S-26-137

Location/Dept:
Chalmers Elementary

Hours:

36.00 Monday-Friday - 10 Months / EXTRA MINS-YES

Start Date:

AUG. 24, 2026

Term of Employment:
Continuing

Salary: $36.09 Per Hour

Posted: MAY 22, 2026

Final date to receive applications: 4:00 P.M., FRIDAY, MAY 29, 2026

SUMMARY
Reports to and works under the direction of the Principal and performs confidential and non‑confidential administrative secretarial and accounting services in support of the administrative function. Responsible for organizing and directing the efficient operation of the school office and supervising the work of others.

DUTIES

Performs a variety of administrative secretarial duties with minimum direction; attends meetings, takes, prepares and distributes minutes; gathers and compiles material for meetings, budget preparation and reports; schedules appointments; screens telephone calls; reviews and processes mail; maintains calendar of administrative and school activities; monitors staff attendance and arranges replacements.

Co‑ordinates and supervises the flow of clerical work in the office; supervises, directs, trains, assigns and checks the work of others; monitors support staff and teaching staff attendance records.

Gathers information, organizes and composes correspondence, memos, bulletins, newsletters, schedules and lists; keyboards/types, proofreads, duplicates, photocopies, collates and files a variety of reports, forms, statistical data and materials; prepares and updates school policy book; may be required to maintain and update school web site.

Performs receptionist duties and responds to a wide variety of external/internal inquiries both by telephone and in person; screens visitors to the school.

Provides back‑up to the administrators in ensuring safety and security of students; responsible for setting up and maintaining medical records of students; supervises safe arrival program to ensure student safety; notifies parents regarding injuries or illness; may be responsible for dispensing daily medications and providing both emergency and minor first aid; supervises students in office and medical room.

Monitors multiple budgets to ensure conformity to approved allocations; performs purchasing/accounting duties; prepares orders including annual and semi‑annual supply orders; uses corporate procurement card as required and in accordance with District policies and procedures; maintains inventory of supplies/texts; selects suppliers, receives and verifies orders and invoices; reconciles monthly credit card and budget statements; prepares necessary documentation.

Operates and inputs data into computerized accounting system for trust accounts; collects cash and cheques; issues receipts and cheques; co‑signs cheques; prepares and makes bank deposits; prepares monthly and year end trial balance and reconciliations; prepares GST reports and journal entries; maintains and reconciles petty cash account.

Enters data into computerized system to maintain student attendance records; registers new students, including checking immigration and refugee status documents and ensuring proper paperwork is provided and complete in accordance with District guidelines; updates and maintains student records and files; obtains documentation for non‑District and non‑catchment students; monitors and balances Board and Ministry enrolment reports; uploads student marks from teachers files and makes corrections as required by the Principal, teachers, etc.

Enters data into computerized system to maintain and produce records, inventory, and statistical reports; develops database/spreadsheet applications; enters remedy definitions and completes monthly report.

Assists with coordinating school start‑up and year end procedures including completing annual inventory of supplies and tests; prepares and processes ministry and district forms; class organization, staff lists and schedules, and school supply lists.

Performs a variety of secretarial duties which may be of a confidential nature; sets up and maintains files and records; arranges special events, field trips and parent teacher…