Position Description

Performs administrative, secretarial, basic accounting, cashiering, reception, and clerical services in a confidential environment within a school, ensuring the efficient operation of the school. Manages student information using the provincial student information system to meet school reporting requirements. Work is varied and requires independent judgment and initiative.

Reports to

Principal or designate.

Direct Reports

N/A

Duties & Responsibilities

- Front office management
- Sign in and direct visitors, respond to a wide variety of external/internal inquiries by telephone, e‑mail and in person.
- Schedule appointments and meetings and assist with organizing events and field trips.
- Maintain and order office and stationary supplies, materials, learning resources and manage equipment.
- Submit and monitor maintenance requisitions.
- Manage mail, faxes, and courier items.
- Reconciling of credit card statements, bank statements, invoices, etc., and ensuring expenses are accurately coded.
- Perform accounting duties including accounts receivable and payable, journal entries, cash handling, and account reconciliations.
- Record and file minutes and proceedings for staff and committee meetings.
- Ensure maintenance of telephone/voicemail system.
- Compose letters, memos, forms, financial reports, office procedures and other documents; maintain records and files.
- Assist with school start‑up and year‑end procedures including textbook distribution, awards and transition programs, ministry forms, prepare and enter transcript data.
- Monitor school/departmental budgets including financial transactions and handling currency.
- Maintain staff attendance records including for on‑call staff and monitor completion of time sheets and reconcile for staff reports.
- Maintain student records including the management of the student information systems; enter data, generate attendance records, and reports.
- Perform new student registrations and transfers, confirming paperwork is complete.
- Update content and maintain department/school website, calendar, bulletin board, and web forms.
- Coordinate facilities rentals,



including preparing the rental applications, invoicing, and accounts receivable.
- Arrange travel and/or accommodations and meeting facilities.

The above job description reflects the principal functions of the job. Other comparable or transient duties within the area of knowledge and skills required may also be assigned.

Education & Experience

- Grade 12.
- Completion of an Office Administration program certificate or equivalent post‑secondary education.
- Minimum two (2) years office administration experience.
- First Aid Level 1.
- Keyboarding 50 w.p.m.

Skills & Competencies

SKILLS

- Strong conflict resolution skills and an ability to manage difficult situations with tact and diplomacy.
- Customer service expertise, and proficiency in building relationships.
- Strong collaboration and teamwork abilities.
- Proactive and initiative‑driven mindset.
- Effective communication, organizational and time management skills, along with attention to detail.

KNOWLEDGE

- Considerable knowledge and/or experience with computerized accounting, bookkeeping and record‑keeping systems commensurate with the school’s operating procedures.
- Advanced knowledge of computer software in a Windows environment, including word processing, spreadsheet, database, Microsoft Office and web‑based applications.
- Knowledge and understanding of district processes to communicate effectively to solve practical problems.
- Specific knowledge required to perform the functions of the job captioned under the Duties and Responsibilities.
- Considerable knowledge and ability to operate and troubleshoot a variety of office equipment.

ABILITY

- Ability to maintain effective working relationships with the public, students, teachers, principals, and other employees, including various outside agencies/suppliers.




- Ability to understand and implement office procedures.
- Ability to organize and prioritize workload with limited supervision, managing requests and problem‑solving.
- Ability to convey information and sustain productive working connections.
- Ability to take meeting minutes.
- Ability to establish, organize and maintain accounting, bookkeeping and record‑keeping systems.
- Ability to perform tasks requiring extended periods of concentration.
- Ability to handle frequent interruptions while working.
- Ability to adhere to deadlines, including flexibility and adaptability.

RESPONSIBILITY

- Exhibit professionalism and adhere to the district mission, vision and values as outlined in the strategic plan.
- Adhere to District policies, procedures and safety protocols.
- Manage confidential and sensitive information with discretion and professionalism.
- Work with minimal supervision, following established practices and/or methods.
- Maintain a high level of confidentiality.

WORKING ENVIRONMENT

- Extended periods of sitting or standing in one place.
- Extended periods of keyboarding and prolonged screen time.
- Work in a fast‑paced setting, managing time constraints, navigating frequent interruptions, and handling challenging interactions with the public.
- Work indoors in clean and well‑maintained buildings.
- Work includes time pressures and constant interruptions in an often noisy environment.
- Long periods requiring significant concentration.
- High level of contact with students, staff, parents.

SALARY

- Wages and employment benefits per CUPE collective agreement.

KEY RELATIONSHIPS

- School District 8 Staff
- Students
- Parents
- PAC
- Vendors
- General Public

Union Information

All awarded applicants will be required to join the CUPE Local 748 Union.

Vulnerability Sector Check

A Vulnerable Sector Criminal Record Check will be required from successful applicants, with a review every five (5) years.

For questions please contact Brittany Deuling, Human Resources Advisor, at

School District 8 supports equity hiring for Indigenous applicants.

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📌 2026-2027 Casual / On-Call Administrative Assistant (Nelson)
🏢 School District 8
📍 Nelson