S2627-085 - Continuing Senior Administrative Assistant, Courtenay

Overview School District 71 is an inclusive learning community that embraces diversity, fosters relationships and empowers all learners to have a positive impact on the world. Our mission is to work with our educational partners to inspire engaged, compassionate, resilient lifelong learners and cultivate a collaborative community together.

Position Senior Administrative Assistant - Operations - 12 Months, 35 hours per week, Monday - Friday. The current rate of pay is $31.95 per hour.

Qualifications

Grade 12 education and completion of an office administration program certificate supplemented by completion of one year post secondary courses such as: Financial Accounting, Management Accounting, Project Management or related field;

Typing speed of 50 wpm; proficient in Microsoft Office Programs (Word, Excel, Outlook, Teams);

Minimum of four years current experience in a senior administrative or accounting position;

Experience working in Engineering, Construction or Operations environments, or similar, including experience with project accounting, project documentation and project file management;

Knowledge of legal processes and proficiency in writing and preparation of documents such as leases, contracts for projects and requests for proposals;

Proficient in the composition of effective business correspondence and the ability to synthesize complex information into clear written and verbal communication;

Demonstrated ability to work independently, take initiative, and exercise discretion in determining priorities;

Advanced problem solving, organizational skills and systems-thinking skills, including the ability to identify process improvements and efficiencies;

Ability to effectively communicate with staff, external partners, and the public, including resolving concerns in a professional and empathetic manner;

Ability to analyze and manage data and utilize digital systems to support operational functions;

Ability to maintain confidentiality and handle sensitive information with discretion;

Meets the physical requirements of the position; ability to work independently and as a member of a team; excellent interpersonal and communication skills.

Duties / Responsibilities

Under the supervision of the Director of Operations, prepares and processes documents and reports; maintains required accounting records such as invoices and project billings, work orders, purchasing, and other accounts according to procedures established by the district;

Prepares and maintains student transportation records and correspondence, including but not limited to the registration of students for busing services;

Coordinates data collection, responds to inquiries, and liaises with transportation providers to support safe, reliable, and efficient service;

Provides leadership and guidance to district staff regarding student transportation services and supports consistent communication practices;

Prepares a variety of correspondence, detailed reports, statistical information, and data summaries to support operational decision-making;

Processes incoming and outgoing correspondence; maintains accurate files and records; performs telephone and reception duties;

Provides executive assistance such as organizing and scheduling meetings, coordinating department training programs, supporting project coordination activities, making travel arrangements, and minute taking;

Communicates and liaises with operations and district staff as well as external contacts such as transportation providers, contractors, and consultants;

Contributes to continuous improvement initiatives by identifying inefficiencies, supporting process enhancements (e.g., digital workflows, data tracking tools), and implementing system-oriented solutions;

Supports coordination of operational projects and initiatives by monitoring timelines, organizing documentation, and assisting with communication and deliverables;

Works under minimum supervision, requiring the exercise of sound judgment as to the method of performing the work; follows proper work procedures and regulations; maintains a good working relationship with other employees and a healthy learning environment;

Performs other related duties as assigned by the Supervisor.

To Apply School District 71 welcomes diverse candidates and encourages applications from members of groups experiencing barriers to equity. As an inclusive learning community we are committed to actively creating and fostering a culture of inclusivity where voices are heard, people are seen, and values are respected. We care about the uniqueness of our applicants, employees, students and community, and we do so in a safe space fueled by curiosity and acceptance. Persons with disabilities who anticipate needing accommodations for any part of the application and hiring process may contact: and we will work with you to meet your needs.

Qualified candidates are invited to apply in confidence by submitting a cover letter, resume with supporting documentation and three (3) professional references through Only applicants with a complete application package may be considered.

We sincerely thank all applicants for considering us an employer of choice. Only shortlisted candidates will be contacted. The successful applicant will be subject to the terms of the Criminal Record Review Act.

An Equal Opportunity Employer

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