Job Description

Elk Island Public Schools (EIPS) is one of the largest school divisions in Alberta, serving the education needs of approximately 17,950 students in 43 schools. Every day, the staff and students of EIPS are encouraged to pursue opportunities to grow and discover their passions in life. We pride ourselves on providing staff and students with the tools to achieve success by offering dynamic programming, current resources, and practical professional learning opportunities.

EIPS is recruiting a full-time Senior Administrative Assistant with Davidson Creek Elementary.

Davidson Creek Elementary serves approximately 670 students in kindergarten to Grade 6, with 31 teaching staff and 17 support staff. The school is located in Sherwood Park, AB.


The mission of Davidson Creek Elementary is to provide a safe and caring community that welcomes and accepts you for who you are. It is our purpose to support and encourage you to grow and be the best version of yourself.

Commencing September 16, 2025.

35 hours per week (Monday to Friday, 7 hours per day)

Open to internal and external applicants

Click on "Sign in With Employee Email" to be considered an Internal Applicant

EIPS offers a comprehensive benefit package

JOB SUMMARY

The Senior Administrative Assistant, School is responsible for day-to-day operations and administrative tasks to its educational environment. The role involves coordinating the front-desk operations, record management, attendance monitoring, budget management, medical assistance, providing advanced administrative support, and maintaining schedules. The Senior Administrative Assistant ensures the smooth operation of the school by maintaining accurate records, facilitating communication, and supporting various school events and activities.

KEY RESPONSIBILITIES

Administrative and Office Support

Provide excellent service to students, staff, parents, and visitors including managing front door security, answering phone calls and emails along with the intercom and in person inquiries. Coordinate workflow in the school office, including providing training and coaching to other staff. Assist with internal and external communication with all stakeholder groups including preparing notices for families, letters, school newsletters and other documents as required. Administer the system parent portal account and assist parents as needed. Provide professional support to administration on various tasks and projects as needed. Assist in safety drills and ensure all students and staff are accounted for. Maintain updates to the school website including the school calendar. Maintain an inventory of general supplies, source vendors and products for purchase, and order supplies as approved by administration. Maintain the absence system by verifying entries and meeting payroll deadlines. Assist staff with booking substitutes as needed and provide substitutes with necessary resources including teacher timetables, lesson plans, key access, etc. Maintain school parent/teacher interview bookings. Support audit compliance with Alberta Education and provincial student information policies. Engage in professional development on an ongoing basis including the use of emerging technologies.

Record Management

Maintain teacher schedules, courses and student timetables as directed by administration. Maintain, request, and communicate with administration and counselors on changes to student records. Manage correction and verification forms, and registrations to ensure all necessary information and documentation is obtained. Assist in the report card process, which may include uploading information to the Provincial student information system. Register new students, process transfers, manage student departures, and update student demographic information. Generate reports in collaboration with administration. Identify records eligible for disposal, complete records disposition requests, and dispose of records as per EIPS policies and procedures.

Attendance and First Aid

Accurately maintain student attendance records ensuring data is up to date. Generate attendance reports and promptly alert parents of unnotified student absence and administration of attendance concerns. Monitor reported student symptoms to determine patterns of concern within classes. Provide basic first aid to students as required and distribute student medication as per administrative procedures.

Budget and Invoices

Participate in the annual budgeting and planning process with administration. Support administration in areas of financial duties such as monitoring financial transactions, tracking department budgets, and running financial reports. Manage financial duties including accounts payable, accounts receivable, preparing invoices, collection of funds, bank deposits, journal entries, process purchase card transactions, and administration of student fees ensuring data is up to date. Monitor collection of school fees, collaborate with families to develop payment options, and recommend course of action for outstanding fees as per administrative policies. Support office administration with budget processes including audits, ensuring compliance with regulatory requirements.

QUALIFICATIONS

Education

Minimum Required: Certificate or diploma in office management, business administration, or related field.

Experience

Minimum Required: 3 years of office administration experience. Preferred: Front office and customer service experience, experience in an administrative role in an office environment, basic accounting/bookkeeping experience, previous school division experience and/or with student information records.

Knowledge, Skills and Abilities

Minimum Required:

Attention to detail and accuracy in record-keeping. Excellent oral and written communication and interpersonal skills. Strong prioritization, organization, multitasking, problem solving and time management skills. Ability to successfully work in a multi-disciplinary team environment as well as independently with minimal supervision. Strong ability to adapt and manage change with frequent interruptions. Proficient with Microsoft Office and web-based programs. Knowledge of records management principles including FOIP Legislation. High level of integrity, business professionalism and discretion in dealing with confidential and sensitive information.

Preferred:

Familiarity with EIPS platforms such as PowerSchool, Spend Dynamics, Atrieve, SharePoint, and Permission Click. Familiarity with Provincial student information systems and policies.

For more information, please contact Melissa Kerr, Principal, Davidson Creek Elementary, at 780-467-5557 or email

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Only online applications will be accepted.


Elk Island Public Schools appreciates and considers all applications; however, we only contact candidates who are selected for interviews.

If you require assistance with the application system, please call Apply to Education at 1-877-900-5627 or emailinfo@applytoeducation.com.