Executive Secretary - Facility Services & Accounts Payable

Position

Executive Secretary - Facility Services & Senior Accounts Payable Officer

Opportunity Open Until

February 4, 2026 at 12pm

Location

Education Services Centre, Edson, AB

Term

Permanent, 12 months per year

Hours of Work

37.5 hours per week, Monday – Friday inclusive

Reports To

Director – Facility Services

Summary

The Senior Accounts Payable Officer is responsible for proactive and professional organization of vendor accounts. This position plays a critical role in the organization and day‑to‑day operations of the Education Services Centre, and performs a variety of secretarial and administrative support tasks for the Facility Services Department. The position will be 0.25 FTE Facility Services Secretary and 0.75 FTE Accounts Payable Officer.

DUTIES

• Maintains accounts payable operating system. Responsible for resolving system issues associated with processing timely payments
• Accepts responsibility to reconcile vendor accounts and liaise with school / department secretaries on discrepancies.
• Assist in the development and implementation of goals, policies, priorities, and procedures with the expectation to support training and knowledge sharing with system users.
• Identifies non compliance of employee expense claims with internal administrative procedures.
• Review of vendor accounts for identification of prepaid purchases.
• Evaluates freight charges relative to purchases.
• Prepares monthly Accounts Payable Financial reports for the Board of Trustees
• Reviews and utilizes software to improve processes.
• Compile, maintain and process all incoming Facility Services correspondence
• Facilitates the preparation of construction and custodial contracts
• Maintains VFA Financial Management System Alberta Infrastructure
• Tracks and balances IMR spending
• Data entry and maintenance as required with respect to Facility Services administrative duties
• Review employee timesheets for accuracy prior to Directors approval
• Processes a variety of materials such as routine correspondence, reports, forms and contracts
• Organizes and prepares requests for information for the review and release
• Trouble‑shoots in the office related to office equipment and routines
• Maintains confidentiality of sensitive information
• Retrieves information, data as required
• Provides administrative support to other leadership positions as required
• Performs other assigned duties that are within the area of knowledge and skills required by the job description

Qualifications

Required Documentation

In accordance with Board Policy the successful applicant will be required to provide the following :

Application Requirements

Please submit the following :

Application Statement

We thank all applicants for their interest. Only those shortlisted will be contacted.

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