Admin Support

Facility Services at Edmonton Catholic Schools is seeking a temporary Administrative Support (5) to support their Financial and Business Operations Team! The job supports a range of financial and administrative activities for Financial Operations, Printing Services, Infrastructure & Maintenance, Electronic Services, Warehouse, Custodial, and Energy and Environmental Services sub-units. This position performs a variety of tasks including entering, reviewing, approving, monitoring, analyzing, and compiling data to ensure financial and administrative work is performed in line with Division Administrative Procedures, Public Sector Accounting Standards (PSAS), union Collective Agreements, and department practices.

The responsibilities of the position range from routine and non-complex and non-routine and complex duties.

• Prepare cash and cheque deposits and process related journal entries;
• Prepare, review, and approve journal entries with accurate GL coding for Facility Services operations
• Complete month-end activities, including reconciliations, journal reviews, and financial reporting;
• Prepare and maintain financial reports and reconciliations related to utilities, inventory, labour, and departmental operations;
• Coordinate and deliver training on departmental procedures, systems, and new initiatives;
• Train new employees on purchase orders, absence management, digital forms, and timesheet applications;
• Provide guidance on financial and administrative processes to ensure compliance with established practices.

• Create and process invoices, including appropriate coding and GST application;
• Apply customer payments and maintain accurate accounts receivable records;
• Generate and review accounts receivable reports, including aged receivables;
• Follow up on outstanding balances and resolve customer billing inquiries;
• Code and process invoices and allocate costs to the appropriate work orders or projects.;
• Review employee expense claims, purchase orders, discounts, and GST calculations for accuracy;
• Reconcile vendor accounts, resolve invoicing discrepancies, and maintain accurate records;
• Respond to vendor, department, and school inquiries regarding invoices and payments.

• Prepare, review, and approve labour timesheets and payroll-related entries;
• Track and reconcile overtime, banked time, absences, and reimbursements in accordance with Collective Agreements;
• Prepare reports and maintain attendance records and investigate discrepancies within attendance management systems.

• Provide software support and training related to financial, attendance, and job-costing systems;
• Maintain electronic records and documentation, including scanning and uploading supporting documents;
• Support departmental initiatives, process improvements, and special projects.;
• Serve as a central point of contact for Facility Services and perform other related duties as assigned.

• High School, a diploma in an area related to office administration, plus three years of directly related experience;
• Knowledge of basic accounting principles and financial services policies and procedures;
• Knowledge of electronic systems including Cayenta, Work Request Self-Service, Inventory Shopping Cart, attendance system and security systems software;
• Awareness of Alberta Education and Alberta Infrastructure policies, procedures and regulations related to maintenance and construction projects;
• General knowledge of staffing principles, Unifor and AUPE Collective Agreements;
• Knowledge of department policies, procedures, business and operations;
• Knowledge of Microsoft programs including Office 365, Word, Excel, Outlook and Internet Explorer;
• Strong independent problem-solving, decision making, and analytical skills;
• Ability to work with numbers and attention to detail;
• Strong organizational skills with the ability to meet deadlines and balance competing/conflicting priorities;
• Ability to perform complex tasks independently using considerable judgement;
• Strong verbal and written communication skills;
• Ability to work within tight timelines, while maintaining a high level of accuracy;
• Ability to develop and maintain relationships with Division staff and client contacts, requiring tact and courtesy.