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 current 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
- Strong 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 (Edmonton)
🏢 Edmonton Catholic School Division
📍 Edmonton