Casual Administrative Assistant

Casual Administrative Assistant – Prairie Valley School Division

All schools are located within approximately one hour driving time from Regina.

Role Overview

The Administrative Assistant is responsible for providing general administrative assistance and support to the Principal and Vice‑Principal, and for organizing and maintaining an efficient school office that contributes to the smooth operation of the school for the benefit of administrators, staff, students and parents, while projecting a professional image as the first point of contact.

• Communication Support:
• Assist the Principal in developing and distributing school newsletters, website updates, digital signage, student handbooks, and other communications in line with Division standards.
• Maintain internal communication systems to ensure all staff and associated personnel are informed of needed information via electronic, printed and other means.
• Assist students and parents by explaining school and division operating procedures, policies and events.
• Greet and direct visitors, itinerant staff and contractors, and respond to telephone, e‑mail and in‑person inquiries in a timely, accurate and professional manner.
• Maintain an accurate and up‑to‑date school events calendar.
• Records Management:
• Establish, maintain and monitor accurate, organized and efficient electronic and manual filing systems, and perform annual cull consistent with the Records Retention Guide and relevant Administrative Procedures.
• Gather, enter, collate and format data and information accurately and timely.
• Register new students, secure appropriate student records, maintain confidential student records, and transfer records for students moving to other schools.
• Financial Management:
• Prepare and code invoices and purchasing card transactions and perform other financial/accounting functions for school‑based budget allocations and school‑generated funds in an accurate and timely manner.
• Assist the Principal in preparing and monitoring the school‑based budget and school‑generated funds.
• Prepare requisitions/purchase orders for supplies and maintain an inventory of office and school supplies.
• Human Resources:
• Assist the Principal in orienting new staff and substitutes to location‑specific procedures and expectations, and provide necessary technology and keys.
• Perform other duties as may be required or assigned by the School Administrator.
• Responsibilities may vary depending on FTE allocation for each school.

What Will Make You Successful

• A minimum of one (1) year post‑secondary education in a field such as business administration or office administration.
• A minimum of one (1) year of experience working in an office setting in a large and diverse organization.
• High degree of proficiency in database software and Microsoft Office applications, particularly Word, Excel and Outlook.
• Demonstrated knowledge of basic accounting.
• Ability to operate office equipment.
• Excellent interpersonal skills.
• Ability to display professionalism in all relationships and interactions.
• Knowledge of MSS, Teacher Logic, Navision, Absence Management, SDS, SGF, Conference Manager, Permission Click, and/or SWIS would be an asset.
• Ability to manage confidential material and maintain staff and student privacy.

What You Can Expect

• Hourly rate range: $23.37
• Optional employer‑matched pension plan.
• Hours of work vary between 3 hours and 7 hours 30 minutes per day on school days; Administrative Assistants are not scheduled to work during school vacation periods including the summer break.

Prairie Valley School Division supports the principles of a representative workforce and welcomes applications from all qualified candidates.