ADMINISTRATIVE ASSISTANT - FAMILY OF SCHOOLS (FAMILY ENGAGEMENT & INCLUSIVE COMMUNITIES) (TEMPORARY OPPORTUNITY)

The Durham District School Board acknowledges that many Indigenous Nations have longstanding relationships, both historic and modern, with the territories upon which our school board and schools are located. Today, this area is home to many Indigenous peoples from across Turtle Island. We acknowledge that the Durham Region forms a part of the traditional and treaty territory of the Mississaugas of Scugog Island First Nation, the Mississauga Peoples and the treaty territory of the Chippewas of Georgina Island First Nation. It is on these ancestral and treaty lands that we teach, live and learn.

This statement was co-created in partnership with the Mississaugas of Scugog Island First Nation and the Chippewas of Georgina Island.

Organizational Relationship

Reports to the Superintendent of Equitable Education

Provides administrative, clerical, and logistical support to the Superintendent of Education to ensure the efficient, timely, and responsive operations of the department. May carry out/coordinate special assignments and tasks as directed and provide guidance and direction to departmental staff regarding administrative functions, office procedures, and corporate policies.

Accountabilities

• PROVIDE SUPPORT TO SUPERINTENDENT: Assist in the daily operations, planning, implementing, directing, and maintenance of the department. Provide a wide range of administrative and logistical support to coordinate, schedule, and organize the Superintendent’s itinerary and calendar, filing system, internal meetings, conference calls, workshops, events, and special projects. Respond to calls, requests, or inquiries from various stakeholders, including trustees, administrators, staff members, teachers, and parents, and ensure that requests for action and appropriate information are delegated, acted on, and replied to in a timely manner.
• LIAISE WITH INTERNAL AND EXTERNAL STAKEHOLDERS: Establish and maintain effective and harmonious working relationships with DDSB employees, external partners, and the public. Interact with Family of School Superintendents, Senior Administrative Team members, the Ministry of Education, administrators, external partners, the public, and other district departments and their respective staff on issues, concerns, and projects related to the work. Collaborate to resolve issues and concerns for the best outcome. Coordinate responses, prepare correspondence and communicate with others to ensure accurate and timely communication of information.
• CONTRIBUTE TO BUDGET MANAGEMENT: Assist and/or prepare the department's administrative operating budget, including budgets for the Area/Ministry/Portfolio/NTIP and SSA. Ensure that timely advice, information, and reports are available to support discussion and decision-making. Process daily accounting activities and reconcile expenditures ensuring accuracy. Manage the inventory of assets and supplies (resource, office supplies, and equipment), sourcing for supplies and the submission of invoices.
• MANAGE INFORMATION AND DOCUMENTS: Research, produce, monitor, track, update, and maintain information, data, records, lists, files, newsletters, documentation for meetings, department communications, website, and a record management system and provide follow-up and updating as required. Prepare and/or assist in the preparation of documents, presentations, and reports, and distribute them to the appropriate parties in accordance with established standards.
• PROVIDE ADMINISTRATIVE SERVICES TO REGIONAL PORTFOLIOS: Determine, review, assess, and provide administrative support relating to adequate resources and services, and new and/or ongoing projects. Collaborate with Ad Hoc Committees to update Policy/Procedure/Regulations and Resource Materials. Provide event planning for Professional Development Training, Symposiums, and Conferences for internal and external partners.
• GUIDE CLERICAL SUPPORT STAFF: Provide guidance and expertise to support the work of clerical staff, including delegation of work assignments, direction on project priorities, and timelines, motivating and supporting educational opportunities for growth and development.

Skills and Knowledge

• Understanding of and commitment to anti-oppression and upholding DDSB’s commitments to Indigenous rights and human rights.
  
  
• Knowledge of the school board policies, procedures, by-laws, good governance standards and practices, as well as knowledge of the Education Act and Regulations would be an asset.

Qualifications

1. Completion of a college diploma in a related discipline (Business or Office Administration) or a combination of education, training, and experience deemed to be equivalent.
   
   
2. Minimum three (3) - five (5) years of office administration experience required.
   
   
3. Understanding of basic accounting practices to support budget management.
   
   
4. Ability to use standard office equipment such as personal computers/laptops, photocopiers, scanners, etc., and office automation software such as word processing applications, presentation software, spreadsheet or database packages within Google and Office 360 platforms, email systems, internet browsers, etc.
   
   
5. Knowledge of relevant legislation, policies, and procedures relevant to the collection, recording, storage, security, distribution, and disclosure of information.
   
   
6. Planning and organizing skills to organize, prioritize and, where applicable, delegate work activities.
   
   
7. Supervisory skills including a demonstrated ability to effectively motivate and supervise staff.
   
   
8. Exceptional written and oral skills to document and communicate contentious issues.
   
   
9. Ability to collect, record, and maintain accurate, detailed, relevant, and logical notes, files, and information.
   
   
10. Conflict Management and Resolution Skills.

Additional Information

This is a 35 hour per week, temporary position.

Equity and Inclusion

The Durham District School Board recognizes Indigenous rights are distinct. In the exercise of those rights, Indigenous staff and students shall not be subjected to actions with the aim or effect of depriving these distinct rights.

The DDSB is dedicated to creating a welcoming and inclusive environment for all. We are committed to reflecting the diverse communities we serve and encourage applications from candidates who bring a variety of experiences and backgrounds. We adhere to fair, transparent hiring practices and are committed to equity and accessibility throughout the recruitment process. If you need accommodation during the application process, please let us know, and we will work with you to meet your needs.

Ignite Your Career

At the Durham District School Board (DDSB), we inspire the lives of over 80,000 students. Our diverse communities are places where your impact will be felt every day.

Picture yourself in a workplace where your ideas are celebrated, and your growth is a top priority. Here, collaboration and innovation thrive. Whether you're directly inspiring young minds or providing essential support behind the scenes, your contributions will have a meaningful impact on students and the community.

We welcome you to bring your experiences, your passions, and your talents to our inclusive community. Join us and be part of a team that values your well-being as much as your contributions. Ignite your potential at DDSB and help us make a difference, one student at a time.