Elementary Office Administrator - Long Term Occasional -1.0 FTE

Join The Upper Canada District School Board

Creating Futures, Leading and Learning for All

We are currently accepting applications for Elementary Office Administrator. Under the supervision of the school Administrator, the Elementary Office Administrator provides a high level of service excellence while providing front line assistance and administrative support in the busy hub of the school office environment. This position is responsible for a variety of duties key to the school office management and

communication within the school including student registration, maintaining and accurate current student files, providing reception, compiling staff and student attendance data, preparing reports and correspondence.

This position is covered under the UCDSB/CUPE collective agreement. For more information on employment information such as entitlements, pay, staffing, job protection, union security and dues information under the agreement please to view it on our external website.

Vacancy Status: This posting is part of an existing vacancy.

Qualifications and Experience:

• Completion of Ontario Secondary School Diploma.
• One year college diploma in office administration or a related field.
• Two years experience in an office environment is required.
• An equivalent combination of education and experience may be considered.
• Previous supervisory experience would be an asset.

Skills Required:

• Adaptable and ability to deal with crisis and pressures in a calm, caring and professional, respectful way.
• Demonstrated ability to mentor and coach staff performing administrative functions.
• Demonstrated problem solving and conflict resolution skills; handling a variety of conventional problems, questions, or situations.
• Ability to learn new procedures and routines to improve office efficiencies.
• Demonstrated ability to maintain confidentiality of information concerning students, staff and community agencies supporting students (e.g. F&CS (Family and Children’s services), OPP).
• Superior ability to work independently and as a positive member of a team.
• Ability to act as a team player and understand/promote/embody school success plans and system goals.
• Basic understanding and knowledge of accounting procedures is an asset i.e. issue cheques and receipts, prepare bank deposits, maintain petty cash.
• High level of organizational and time management skills; ability to plan and prioritize work to meet deadlines and to handle a variety of tasks simultaneously.
• Demonstrated technical aptitude to learn and apply new database applications (e.g. school banking software, student information system, staff absence reporting system)
• Efficiently able to use email and productivity tools (e.g. creating distribution lists) for school communication.
• Ability to manage and maintain the school’s web presence, social media, electronic signs, and other forms of communication.
• Ability to manage and use various spreadsheet, internet and database applications to extract information and filter data for reports
• Intermediate proficiency in office software applications.
• Ability to interact in a positive manner, using tact and diplomacy, with staff, students, parents and the public and convey information in a clear and concise manner with a focus on service excellence.

Duties & Responsibilities:

• Confirms appropriate coverage for teacher absences by assigning occasional staff in consultation with the school Administrator and ensures that work, procedures (e.g. safety plans) provided by absent staff is provided to replacement staff, when available.
• Ensures the accurate entry of student transportation busing data; front line with STEO and busing contractors (as required); prepare emergency busing; ensuring safe student departure from school; walkers and pick up lists.
• Maintains the accuracy of the student information system through the distribution, receipt and processing of student verification forms. Enters student enrolment data within designated timelines (e.g. September start-up) to ensure the most up to date organizational charts are available for verification re: staffing allocations.
• Initiates action for routine matters not requiring the personal attention of the Administrator and routine correspondence Administrator signature.
• In conjunction with and under the direction of the school Administrator, utilizes various communication methods (e.g. social media, school website, newsletters, and electronic school message boards) to foster an environment of service excellence in customer service and connection with students, staff, and community by creating and maintaining on-going school communications.
• Ensures the daily completion of Safe Arrival/Dismissal procedures is adhered to and documented in accordance with Board policy and procedures; uses the daily student attendance reporting student information system to ensure accurate record keeping and reporting.
• With a focus on service excellence, provides information and responds to inquiries and requests from students, parents, staff, outside agency staff, Board staff, parent council members, and the general public via in-person, by telephone or electronically with tact and diplomacy; schedules appointments; monitors voicemail; brings forward to the attention of the school Administrator as appropriate.
• Provides key administrative support to the school Administrator by preparing reports, email communications, processing letters, creating newsletters, announcements, and other materials, as assigned (e.g. staff handbooks, emergency procedures) to ensure office operations are managed effectively.
• Reviews staff absence reporting via the staff attendance system (e.g. UCARRIS) on a daily basis to ensure accuracy for weekly school Administrator verification and performs related operational tasks such as:

o reviewing job absences and vacancies prior to verification to ensure the budget code is correct; make any necessary changes prior to Administrator verification;

o entering staff absences or vacancies into the absence reporting system (e.g. UCARRIS), as required;

o updating preferred lists and run occasional lists through the absence reporting system, as required.

• Maintains the student OSR folder in accordance with Ministry and Board guidelines by:

o completing school registration and attestation forms including related forms, letters, appointments, and liaison with the Health Unit.

o arranging for transfer of OSRs for incoming and outgoing students within the Board and outside the Board to organize the exchange and ensures the receipt of OSRs.

o reconciling information with OSRs/registration/student information system regularly and notifies the appropriate staff of significant student needs i.e. parenting agreements life-threatening allergies, privacy of information releases, special needs requirements, etc

• Prepares and submits cyclical Ministry reports; ensures data is extracted from student information system, reviewed, reconciled, and uploaded to Ministry website; submits information to Administrator for verification of data for sign off/approval within report deadline.
• Completes and submits Student Absenteeism Reporting data as per Ministry guidelines and designated timeline requirements.
• Addresses questions and concerns from Elementary Office Assistants and/or Financial Assistants, provide direction and guidance and schedules work of office assistants, as appropriate.
• Coordinates events and prepares/obtain supplies (with school Administrator approval) for events (e.g. assemblies, open house, parent teacher interviews, staff meetings and graduation, information evenings, parent evenings, school council events, meetings, and special events).
• Performs general office duties such as maintaining confidential files, making/scanning copies, setting up and maintaining school filing system (paper and electronic); makes recommendations to the school Administrator regarding on-going office organization and procedures for continuous improvement and efficiencies.
• Reviews and records student population changes and submits related monthly enrolment reports to the school Administrator for approval.
• Updates pupil grades/home forms at the end of the school year.
• Reads, analyzes and distributes incoming postal (e.g. Canada Post, Board courier and package distributes – UPS) and electronic mail received at the school to determine their significance and plan their distribution to respective staff and school community, as appropriate.
• Tracks school inventories by ensuring adequate stocks of supplies (e.g. first aid supplies, office supplies, postage meter and curriculum required supplies) and completes school request for funds form for school Administrator approval.
• Renders minor first aid to students (e.g. bandages, ice packs); may assist in the completion of accident/incident related forms or reports (e.g. OSBIE) at the request of the school Administrator.
• Assists in the coordination of approval for the community use application process; confirms that requested venue is available; presents pending applications to school Administrator for approval prior to due date.
• Assists in the ongoing maintenance of school equipment (e.g. photocopier, PA system, computer, telephone) by performing initial troubleshooting of equipment; if problems arise, places call for service to repair.
• Observes and oversees student attendance patterns using the student information system; gathers information required for various reports (e.g. PARF) produces and distributes report, as requested; communicates patterns of absence to school Administrator.
• Monitors students who have been withdrawn from class to ensure ongoing student safety and observance.
• Provides administrative support to academic staff with the arrangements associated with school trips or other matters (curricular and extra-curricular) (e.g. creating/distributing/collecting electronic event consent forms requiring parental consent, in accordance with Board policy).
• Participates in professional development to acquire and maintain skills in use of various software applications, technical devices, and system training (e.g. student information system, social media, website maintenance).
• Demonstrates good attendance and works in a healthy and safe manner in accordance with Ministry and Board policies.
• Produces and distributes report cards (in digital and/or paper format) and student timetables, as required.
• Assists other members of the office team, including financial office support duties, as required.
• Performs other duties as assigned.

Application:

Your completed application on Apply to Education must include the following:

• Cover Letter
• Resume
• Updated Applicant Profile
• Complete responses to job related questions

You may also wish to attach relevant diplomas, certifications, reference letters, etc. relevant to your application.

References:

UCDSB requires your current and two most recent direct supervisors.

If your experience is in a day-to-day occasional capacity ensure that you list the length of time that you worked for that Supervisor and whether the assignment was casual day-to-day or in a long-term occasional capacity.

The UCDSB does not accept colleagues or personal references.

Selection Process:

The UCDSB selection process includes a review of required qualifications, interview and assessment process, and reference checks. All employment offers are conditional on candidates providing a valid criminal record check for the vulnerable sector.

The Upper Canada District School Board (UCDSB) is committed to equity in employment. As an equal opportunity employer, we are committed to establishing a qualified workforce that is reflective of the diverse population we serve. The UCDSB is committed to providing accommodations [for people with disabilities]. If you require an accommodation, we will work with you to meet your needs. This would be facilitated upon receiving an interview and would be done by contacting Human Resources at

The UCDSB may use Artificial Intelligence (AI) tools to screen, select and/or assess applicants in the hiring process. AI is not used to make final hiring decisions.

Please do not obtain or upload a Police Record/ Criminal Record Check with your application. This documentation is not required unless a job offer is extended to you.