Almadina Language Charter Academy Administrative Secretary – Central Office

Purpose The Administrative Secretary provides comprehensive administrative, clerical, records management and operational support to the Superintendent and central administration office of Almadina Language Charter Academy.

The position supports the efficient day-to-day operations of the central office through accurate document preparation, correspondence management, student information systems, records maintenance, scheduling, communication and administrative coordination across school campuses.

The successful candidate will demonstrate a strong understanding of school administrative procedures, proficiency in PowerSchool and familiarity with Alberta Education reporting requirements.

This position requires a high degree of professionalism, initiative, accuracy, discretion and confidentiality.

Accountability The Administrative Secretary is accountable for:

- Providing accurate, timely and confidential administrative support to the Superintendent and central administration.
- Supporting school administrative operations, including student information management, enrolment reporting and records maintenance.
- Maintaining accurate information in PowerSchool and assisting with PASI reporting and reconciliation.
- Coordinating correspondence, meetings, schedules, inquiries and administrative documentation.
- Supporting effective communication and administrative consistency between the central office and school campuses.
- Maintaining organized electronic and physical records in accordance with established procedures and applicable privacy requirements.
- Providing professional and responsive service to staff, parents, community stakeholders and external agencies.
- Supporting basic financial administration, purchasing documentation and expense tracking as assigned.

Major Responsibilities

Administrative and Executive Support

- Serves as a primary point of contact for the Superintendent's office.
- Receives visitors, responds to telephone and email inquiries, and directs correspondence appropriately.
- Screens, prioritizes and tracks incoming correspondence, identifying urgent or sensitive matters requiring administrative attention.
- Prepares, formats, proofreads and distributes letters, memoranda, reports, agendas, presentations and other administrative documents.
- Coordinates meetings, appointments, calendars, travel arrangements and related logistics.
- Prepares meeting materials,



records minutes and tracks follow-up items as assigned.
- Maintains accurate administrative records and electronic filing systems.
- Provides administrative support for Board and committee meetings as directed.
- Coordinates office supplies, purchasing requests and related documentation.

PowerSchool and Student Information Management

- Maintains accurate student information and supports school administrative processes using PowerSchool.
- Assists with student registrations, transfers, withdrawals, demographic updates and student records.
- Generates and verifies student enrolment, attendance and other administrative reports.
- Supports Alberta Education PASI reporting, data verification, reconciliation and correction of discrepancies.
- Assists with school-year start-up, year-end procedures and provincial reporting deadlines.
- Works collaboratively with campus administrative staff to promote consistent student information management practices.
- Maintains confidentiality and accuracy of student information.

Records Management and Compliance

- Maintains confidential student, personnel and administrative records.
- Organizes and maintains electronic document management and filing systems.
- Supports compliance with applicable Alberta Education reporting requirements, organizational policies and privacy legislation.
- Tracks administrative deadlines, information requests and required documentation.
- Assists with the collection and organization of information for reporting, reviews and audits.

Financial and Operational Support

- Assists with basic bookkeeping, purchase orders, invoices and expense documentation.
- Maintains accurate records of office expenditures and purchasing activities.
- Supports reconciliation and verification of financial documentation as assigned.
- Coordinates administrative processes between the central office, school campuses and finance department.

Qualifications

Education and Experience

- Diploma or certificate in Office Administration, Administrative Information Management, Business Administration or a related discipline.
- Minimum three years of relevant administrative experience,



preferably within an Alberta school authority.
- Demonstrated experience using PowerSchool or a comparable student information system, with direct PowerSchool experience strongly preferred.
- Familiarity with Alberta Education reporting processes, including PASI.
- Experience supporting senior administration or executive leadership is an asset.
- Equivalent combinations of education and directly related experience may be considered.

Demonstrated Skills and Competencies

- Strong proficiency in Microsoft Office 365, particularly Word, Excel, Outlook, Teams and SharePoint.
- Ability to maintain accurate student records and generate reports using PowerSchool.
- Knowledge of school registration, enrolment and student records procedures.
- Understanding of basic bookkeeping, office administration and records management.
- Excellent written and verbal communication skills.
- Strong organizational, prioritization, multitasking and time-management abilities.
- Ability to work independently, demonstrate initiative and anticipate administrative needs.
- Sound judgment, professionalism, tact, diplomacy and discretion.
- Ability to handle sensitive and confidential matters appropriately.
- Strong attention to detail, accuracy and problem-solving skills.
- Ability to establish productive working relationships with staff, administrators, parents and external stakeholders.
- Adaptability, reliability, integrity and a solid commitment to professional service.

Additional Assets
- Experience working within an Alberta charter school.
- Knowledge of Alberta Education administrative requirements and reporting timelines.
- Experience coordinating administrative processes across multiple school campuses.
- Experience supporting Board meetings, preparing agendas and recording minutes.
- Familiarity with school fee management, financial administration or related school software.
- Experience with electronic document management and administrative workflow systems.

Personal Suitability The successful candidate will be dependable, resourceful, highly organized and capable of working with minimal supervision. They will demonstrate initiative, sound judgment, confidentiality and a commitment to supporting the effective operation of Almadina Language Charter Academy. Please forward your resume and cover letter to Sherouk Amer ([email protected])

Pay: $19.65-$28.00 per hour

Expected hours: 40.0 per week

Work Location: In person

📌 Administrative Secretary - Central Office (Calgary)
🏢 Almadina School Society
📍 Calgary