Edmonton Catholic Schools is accepting applications for Casual Administrative Support positions in various schools/sites throughout the Division. Candidates with experience in electronic financial systems and PowerSchool will be preferred. This is a casual position, with no guarantee of location or hours to be worked; however, once onboarded, candidates have the opportunity to apply for temporary and permanent positions. The individual is required to perform a range of reception, procedural, office support, and financial functions.

Job Responsibilities

Answers the telephone and responds to general inquiries; redirects calls and/or records messages

Attends to students requiring medical attention and telephones parents when necessary

Greets visitors to the office; provides information on school and district policies and procedures

Sells bus passes and supplies to students

Receives, sorts, and distributes a variety of information received by mail, fax, or courier

Handles all accounting activities within the school

Maintains and updates various accounts, reports, ledgers, and records; assigns coding associated with a school or decision unit; monitors cheque issuance; reclaims cash reimbursements

Receives, sends, verifies, and prepares invoices, and cheque requisitions, enters amounts into the general ledger using proper codes; sends to Financial Services for payment

Prepares bank deposits for pickup; balances bank statements; collects money; issues receipts

Completes month-end reports, GST reports, and ad hoc reports as requested

Assists the principal with setting up the school budget

Reviews staff purchasing card transactions; codes into proper accounts; reconciles purchasing card accounts





Creates and registers all new students using an electronic student records system; obtains information from prior school or school district; maintains a record of outgoing students and ensures records are transferred to the new school; makes changes to student information when necessary

Collects attendance slips and inputs attendance into the system; contacts parents regarding student absences; prints weekly attendance sheets for teachers; produces month-end attendance reports

Prepares and retrieves reports (i.e. student timetables, class and unit lists, student progress reports, medical reports, classroom attendance reports, etc.)

Ensures the accurate data entry for all student records, student courses, scheduling, and data transfers to Alberta Education; inputs marks into the system

Updates report cards electronically

Designs and produces student awards and certificates

Assists the principal with developing the master timetable and class lists

Coordinates all inquiries, issues, and information arriving at the office

Schedules appointments for the principal and assistant principal; may be required to record notes in meetings

Orders instructional materials for teachers; photocopies materials; coordinates with Printing Services for the production of bulk materials

Book appointments for parent-teacher conferences

Coordinates book fairs, fundraising activities, school photos, and other special events as required

Books venues and buses for field trips, maintains permission forms

Arrange for substitute teachers using an electronic placement and attendance management system

Troubleshoot software issues

Coordinates mail-outs and public relations activities for the school (i.e. open houses, newsletters)

Creates materials using desktop publishing tools (i.e. posters, ads, etc.)

Creates, collects forms,



and maintains a records system

Composes, types, and formats letters, newsletters, handbooks, daily bulletins, etc.

Orders supplies and maintains an inventory of supplies for the office

Maintains records management systems

Arranges for office equipment repairs

Qualifications

High school, diploma in an area related to office administration, plus five years of experience working in an educational-based setting with exposure to procedures, routines, and equipment

Prior experience supervising office staff and planning workloads

Knowledge of financial policies and procedures and an understanding of accounting principles

Working knowledge of the electronic financial system, electronic student records system, electronic staff attendance and placement system, and other databases

Knowledge of Microsoft programs, including Office 365, Word, Publisher, Outlook, and Internet Explorer

Knowledge of Freedom of Information and Protection of Privacy (FOIP) Legislatio,n specifically related to student records management

Knowledge of Workplace Safety and an awareness of Occupational Health and Safety regulations

Awareness of the curriculum and an understanding of Alberta Education policies and procedures

General knowledge of the district’s operations and programs

Advanced verbal and written communication skills (in the case of a language location, verbal and written skills necessary for that particular location)

Ability to develop and maintain contact with clients, students, and parents, requiring tact and courtesy

Strong teamwork skills and the ability to perform complex tasks independently using considerable judgment

Ability to use discretion and handle confidential information appropriately

Solid organizational and time management skills

Ability to balance conflicting priorities

Strong attention to detail and the ability to work with numbers.

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📌 Casual Administrative Support (Alberta)
🏢 Edmonton Catholic School Division
📍 Alberta