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Creating Futures, Leading and Learning for All

We are currently accepting applications for Administrative Support Assistant . Under the supervision of the immediate Supervisor/Manager/Principal, the role of the Administrative Support Assistant is to ensure the effective day-today office administration/operation of a department with a customer service focus. 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.

Details of Assignment: Administrative Support Assistant - Special Education and Student Wellness
St. Lawrence Educational Centre Office - within South Grenville DHS

Hours of Work: 8:00 am - 4:00 pm

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 click here to view it on our external website.

Qualifications and Experience:

- Completion of Secondary School Diploma and completion of a one to two years community college diploma in office administration.

- One-year previous office experience is required.
- An equivalent combination of education and experience may be considered

Skills Required:

- Familiarization with and experience in project management processes and document control.
- A thorough understanding of department and project workflows to provide overall administrative assistance and support.
- Knowledge of basic budgeting and accounting procedures




- Advanced proficiency in office software applications e.g. Word, Excel, MS Project or similar
- Proficiency with desktop productivity software (electronic calendar, email, tasks) in a Windows environment
- Excellent keyboarding skills – e.g. this position may be required to type minutes of meeting while meeting is in progress
- Attentive to detail and is able to work to deadlines
- Strong organizational and administration skills
- Proven problem solving capabilities and analytical abilities
- Excellent written and verbal communication skills ; a ble to convey information in a clear and concise manner
- Ability to develop skills and adapt to in-house tools and software applications (e.g. PeopleSoft)
- Willingness to work in a team environment and to provide support within the team and the department, as required.
- Ability to travel to various worksites to attend meetings, as required.
- Ability to interact, using tact and diplomacy

Duties & Responsibilities:

- Performs project administration assistance related to document control, project filing, quality records, reporting, e-filing, meeting preparation and notes and presentations to ensure documentation is accurate, up to date and easily referenced.




- Works closely with project managers to provide support for the technical requirements for projects including such items such as; project registry workflow, plotting off blue prints, etc...
- Maintains the project documentation process by performing document control procedures during the project phases, including close out activities and filing within the e-filing system.
- Supports the Financial Coordinator by validating the accuracy of financial data, using relevant database software, for the department and corrects any anomalies, with Mgmt. approval to ensure costing is reported accurately for analysis and reporting purposes.
- Performs ongoing self-checks and verification during data entry and validation process recognizing the high financial impacts of errors during reporting.
- Maintains departmental attendance schedules and enters staff absences or vacancies into the absence reporting system (e.g. UCARRIS, HRIS), as required for manager approval.
- Completes basic accounting tasks including; preparing purchasing requisition and journal-entry entries, purchasing card reconciliations, cheque requests
- Ensures the accurate registration of staff and departmental employees for training sessions provided by internal and/or external staff. E.g. Fall arrest training; maintains in house training calendar and tracks professional development records for staff; notifies staff of expiration of training; coordinates travel arrangements for staff attending training and meetings.
- Facilitates arrangements (e.g. room bookings, catering, meeting room supplies) for internal/external meetings and conferences.
- Attends meetings at various locations, and take minutes (sometimes while meeting is in progress) for accurate record keeping.
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📌 Administrative Support Assistant (Canada)
🏢 Upper Canada District School Board
📍 Canada