Administrative Assistant (Temporary)

The Abbotsford School District is located on the traditional and unceded territory of the Semá : th First Nation and Máthxwí First Nation. With this, we respect the longstanding relationships that Indigenous Nations have to this land, as they are the original caretakers.

Why Abbotsford?

Located under an hour from Vancouver, the Abbotsford School District is settled in the heart of the beautiful Fraser Valley and surrounded by spectacular mountain views.

Why the Abbotsford School District?

Every day, in every classroom and office at Abbotsford School District, our employees provide a world-class, innovative educational experience for over 19,000 students. We provide a workplace that fosters creativity, inspires excellence, and challenges everyone to embrace growth.

Working in public education is both challenging and rewarding, but at the Abbotsford School District we truly believe that every one of our employees has the opportunity to help children learn, grow, and succeed.

POSITION SUMMARY :

This unionized position is a temporary position based out of our Indigenous Education Building (Mámele’awt). Hours of work are Monday, Tuesday & Thursday from 8 : 00 AM to 3 : 30 PM.

Under the general direction of the District Principal of Indigenous Education (or delegate), the Administrative Assistant maintains collaborative responsibility for the operation of a multi-staffed school office, providing a wide range of administrative support to the District Principal and Staff . This position provides daily assistance and customer service to members of the Indigenous community, local First Nations, the Fraser Valley Métis Association, Indigenous Department staff, parents of Indigenous students, and the general public in a professional and courteous manner.

The job involves maintaining confidentiality in all matters of the school district and current, proficient knowledge of the documentation practices, detailed procedures, School District Policies and Ministry of Education Legislation , the Enhancement Agreement for Indigenous Students, Local Education Agreements for Semá : th First Nation and Máthxwi First Nation.

SPECIFIC ACCOUNTABILITIES :

Administration

Confirm and enter employee absence s into the system and advise the District Principal , school principals or designates .

Communicate information on department activity / events using various mediums in particular, professional brochures and flyers for special events and Professional Days .

Coordinate Professional Development Day Eventbrite site, registration systems, attendance, presenters, payment and honorarium, securing venues and caterers, coordinate staff and liaising with members of the Indigenous communities.

Greet guests who arrive to use the library, clothing room, food bank or cultural events.

Orient casual support staff / teachers-on-c all upon arrival, and coordinate volunteers

Complete work order requests for equipment maintenance

Manage parent permission forms, medications, and identify students with life threatening allergies

Assist in emergency preparedness drills (ie fire, evacuation, lock-down, earthquake)

Coordinate all incident reporting requirements for the School Protection Plan

Develop, prepare and revise letters, meeting minutes, manuals, teacher evaluations, newsletters, forms and handbooks and other similar material .

Coordinate transportation for field trips .

Order all required supplies and materials using approved district procedures .

Develop and maintain an accurate inventory of keys, school equipment / furniture, resources, and office supplies .

Complete shipping and receiving tasks, which include : verifying packing slips, authorizing invoices for payment, dealing with damaged goods / incorrect orders / returns.

Organize a variety of student and / or staff events, this can include : organizing food, sourcing vendors, coordinating volunteers, creating awards and promotional material, maintaining cash floats, providing attendance lists, liaising with Indigenous communities , assisting with set up and / or take down; preparing graduation packages; creating convocation and award certificates .

Reception

Provide friendly, professional customer service and prompt assistance , including responding to emails or telephone inquiries, providing information to parents about the school, assisting members of the First Nation and Métis community and the Indigenous Education Council and Indigenous Education Advisory Committee and promoting the department to the public .

Oversee students in the office when District Principal or designate is away .

Distribute mail to school staff and maintain school email lists for students and staff .

Finance, Budget and Procurement

Performing all regular daily and monthly accounting duties, including (but not limited to) :

Verify documents for accuracy and completeness before processing, ensuring the presence of supporting documents and expenses or invoices submitted are in accordance with accounting practice s and District Policies and Procedures;

Prepare , code , enter and maintain information in the computerized accounting system; process invoices for payment and prepare journal entries where needed;

Reconcile a variety of accounting functions, such as purchasing cards, student fees, budgetary items submitted through the cash purchase summary, school subsidiary accounts, school bank account, and school grant money that schools may receive funding for;

Prepare reports and financial statements for all accounting activities ;

Receive, prepare and make bank deposits;

Track all student fee activity, student hardship issues and unpaid student fees ;

Prepare for financial audit s and provide information when requested .

QUALIFICATIONS, KNOWLEDGE, SKILLS, AND ABILITIES

Grade 12 diploma, or equivalent, supplemented by 1 year of post-secondary business training in Bookkeeping, Computerized Accounting, Microsoft Office, Business Communications ; A minimum of 2 years of recent related experience in a fast-paced, high volume and customer service focused environment working with Indigenous people; A valid Class 5 BC Driver’s License. As well, incumbents also require the following :

Demonstrated success in supporting members of the Indigenous community and respecting Indigenous protocols ;

Considerable working knowledge of the Indigenous cultures and heritages and value systems (preferably the Sto : Lo Nation);

Experience and knowledge of Halq’emeylem or Michif an asset;

Completion of Microsoft Office training and experience using internet and internet-based programs, with the ability to learn other software programs;

Proven ability to determine , judge and select appropriate courses of action in accordance with established policies and procedures;

Understanding and awareness of cultural diversity ;

Proven ability to multi-task, prioritize, self-motivate, and meet deadlines;

Proven ability to communicate effectively both orally and in writing, and to provide service and relationship to the public and School District in a professional, respectful, positive and courteous manner;

Proven ability to establish and maintain positive, effective work relationships in a team environment at all times ;

Proven ability to use tact and discretion and maintain confidentiality in matters pertaining to the School District;

Working knowledge of WHMIS and WorkSafe BC occupational health and safety regulations and the demonstrated ability to work in a manner that recognizes personal safety and the safety of others;

Ability to be flexible, adaptable and resilient to change;

Ability to explain complex or simple instructions or information clearly to others;

Current working knowledge of relevant district procedures and administrative policies, including the Freedom of Information and Personal Protection Act (FIPPA);

Demonstrated working knowledge of Ministry Legislation on student information and record keeping ;