2025-2026 Casual / On-Call Administrative Assistant

School District 8 - Kootenay Lake is looking for qualified candidates to work on an as needed basis as Casual / On-Call Administrative Assistants for the 2025-2026 School Year. Qualified candidates will be considered for placement on the established casual lists for each of the Family of Schools within the District : Creston, Crawford Bay, Nelson, Salmo, Kaslo, and Slocan Valley.

All awarded applicants will be required to join the CUPE Local 748 Union.

Note : A Vulnerable Sector Criminal Record Check will be required from successful applicants, with a review every five (5) years.

Position Description :

Performs administrative, secretarial, basic accounting, cashiering, reception, and clerical services in a confidential environment within a school, ensuring the efficient operation of the school. Manages student information using the provincial student information system to meet school reporting requirements. Work is varied and requires independent judgment and initiative.

Reports to :

Principal or designate.

Direct Reports : N / A

Duties & Responsibilities :

• Front office management
• Sign in and direct visitors, responds to a wide variety of external / internal inquiries by telephone, e-mail and in person.
• Schedules appointments and meetings and assisting with organizing events and field trips.
• Maintains and orders office and stationary supplies, materials, learning resources and manages equipment.
• Submit and monitors maintenance requisitions.
• Manages mail, faxes, and courier items.
• Reconciling of credit card statements, bank statements, invoices etc., and ensuring expenses are accurately coded.
• Performs accounting duties including accounts receivable and payable, journal entries, cash handling, and account reconciliations.
• Records and files minutes and proceedings for staff and committee meetings.
• Ensures maintenance of telephone / voicemail system.
• Compose letters, memos, forms, financial reports, office procedures and other documents. Maintains records and files.
• Assists with school start-up and year-end procedures including textbook distribution, awards and transition programs, ministry forms, prepares and enters transcript data.
• Monitors school / departmental budgets including financial transactions and handling currency.
• Maintains staff attendance records including for on-call staff and monitors completion of time sheets and reconciles it for staff reports.
• Maintains student records including the management of the student information systems. Enters data, generates attendance records, and reports.
• Performs new student registrations and transfers, confirming paperwork is complete.
• Updates content and maintains department / school website, calendar, bulletin board, and web forms.
• Coordination of facilities rentals, including preparing the rental applications, invoicing, and Accounts Receivable.
• Arranges travel and / or accommodations and meeting facilities

The above job description reflects the principle functions of the job. Other comparable or transient duties which are within the area of knowledge and skills required by the job description may also be assigned.

Education & Experience :

Skills & Competencies :

SKILLS :

KNOWLEDGE :

ABILITY

RESPONSIBILITY

WORKING ENVIRONMENT

SALARY

KEY RELATIONSHIPS

Good working relationships with :

For questions please contact

School District 8 supports equity hiring for Indigenous applicants.