Admin Support

Position: Admin Support (5)
Edmonton Catholic Schools is a large urban school division whose mission is to provide a Catholic education that inspires students to learn and that prepares them to live fully and to serve God in one another. The Division is comprised of over 50,000 students and over 5,500 employees in 95 schools plus other sites.

Admin Support (5)

Requisition  : 12033

Hours Per Week : 35

Position :
Existing

FTE : 1

Department :
Financial and Business Operations

No Months Per Year : 12

Position Status :
Temporary

Employee Group :
Unifor

Rate of Pay : $47, 028 - $53, 976

Posting Closing Date : 10/30/26

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.

RESPONSIBILITIES

Financial Operations

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.

Accounts Receivable and Payable

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.

Attendance and Payroll

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.

Department and Administrative Support

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.

QUALIFICATIONS

High School, a diploma in an area related to office administration, plus three years of directly related experience;

Knowledge of basic accounting principles and…