Administrative Support Assistant FTE

Join The Upper Canada District School Board Creating Futures, Leading and Learning for All

We are currently accepting applications for SEA
Administrative Support Assistant 0.5 . Under the supervision of the immediate Principal/Vice-Principal of Spec Ed and/or Supervisor, the SEA Administrative Support Assistant is responsible for providing administrative services in support of the Special Equipment Acquisition program.

The position supports the work of the management and other departmental staff by providing administrative, clerical and support services using various database software platforms and/or relevant word processing programs.

This position is covered under the UCDSB/CUPE collective agreement. For more information on employment information such as entitlements, pay, staffing, job protection, union security and dues information under the agreement please  to view it on our external website.

• Completion of Secondary School Diploma and completion of a three-year community college diploma in business administration
• One year previous office experience is required
• An equivalent combination of education and experience may be considered

• Technical aptitude to learn and apply new database applications required to perform essential duties (e.g. student information system)
• Demonstrated ability to respect the confidentiality of information
• Ability to understand technical terminology and processes
• Basic Help Desk skills (work ticket management system)
• Ability to work both in a team environment and independently
• Proficiency with desktop productivity software (electronic calendar, email, tasks) in a Windows environment
• Excellent keyboarding skills
• Intermediate knowledge of Excel
• Attentive to detail and is able to work to deadlines
• Proven problem-solving capabilities and analytical abilities
• Able to convey information in a clear and concise manner
• Able to work with staff in other departments and schools
• Well developed interpersonal and organisational skills
• Ability to interact, using tact and diplomacy, with co-workers
• Demonstrate good attendance and work in a healthy and safe manner

• Receives and preps the daily SEA funding packages for Principal/Vice-Principal of Spec Ed. approval (e.g. creates file folder for retention; notifies manager of package);
• Upon direction from Principal/Vice Principal of Spec Ed contacts appropriate staff regarding missing documentation required for SEA funding package submission.
• Receives and orders good on-line utilizing Board software purchase system (e.g. People Soft); utilizes purchasing card for purchases under $100.00
• Prepares and submits monthly journal entries for SEA equipment to Finance department
• Biannually, prepares and submits SEA Ministry Report to Finance department for approval
• Creates and update SEA order information in the SEA Equipment On-Line Management System
• Develops and produces ad hoc reports, upon request
• Create open and close tickets using helpdesk software; for SEA non-technical installation;
• Provides administrative support services to the department to ensure the SEA program runs effectively (e.g. updating files, maintaining hard copy filing system, maintaining the accuracy of the information on the portal and the shared usage computer spreadsheet)
• Liaison with staff in support of the Special education ordering process (e.g. responds to questions about forms)
• Maintains SEA non-technical documentation
• Coordinate receipt of goods to schools for installation of equipment
• Maintains shipping and receiving database of equipment purchases
• Organizes received stock in stores
• Works collaboratively with purchasing to clarify SEA equipment orders, liaison with SEA equipment vendors.
• Prepares correspondence,…