Job Description

Grande Yellowhead Public School Division is accepting applications for the following:

Position

: Temporary Executive Secretary - Facility Services & Senior Accounts Payable Officer

This opportunity will close: March 21, 2025 at 12:00pm MST.

Location

: This position is located at the Education Services Centre in Edson, AB

Term

: Immediately until January 31, 2026

Hours of Work

: 37.5 hours per week, Monday- Friday Inclusive

Reports To

: Works under the direction and supervision of the Director - Facility Services

SUMMARY

The Senior Accounts Payable Officer is responsible for pro-active and professional organization of vendor accounts. This position plays a critical role in the organization and day-to-day operations of the Education Services Centre, and performs a variety of secretarial and administrative support tasks for the Facility Services Department.

This position will be 0.3 FTE Facility Services Secretary and 0.7 FTE Accounts Payable Officer

.

DUTIES

Maintains accounts payable operating system. Responsible for resolving system issues associated with processing timely payments Accepts responsibility to reconcile vendor accounts and liaise with school/department secretaries on discrepancies. Assist in the development and implementation of goals, policies, priorities, and procedures with the expectation to support training and knowledge sharing with system users. Identifies non compliance of employee expense claims with internal administrative procedures. Review of vendor accounts for identification of prepaid purchases. Evaluates freight charges relative to purchases. Prepares monthly Accounts Payable Financial reports for the Board of Trustees Reviews and utilizes software to improve processes. Compile, maintain and process all incoming Facility Services correspondence Facilitates the preparation of construction and custodial contracts Maintains VFA Financial Management System Alberta Infrastructure Tracks and balances IMR spending Data entry and maintenance as required with respect to Facility Services administrative duties Review employee timesheets for accuracy prior to Directors approval Processes a variety of materials such as routine correspondence, reports, forms and contracts Organizes and prepares requests for information for the review and release Trouble-shoots in the office related to office equipment and routines Maintains confidentiality of sensitive information Retrieves information, data as required Provides administrative support to other leadership positions as required Performs other assigned duties that are within the area of knowledge and skills required by the job description

QUALIFICATIONS

Completion of a grade 12 diploma, or equivalent with 5 years previous success in a similar office setting. Additional education/training is desired and may be required Strong knowledge and application of accounting principles and office organization. Must demonstrate competency in MS Word, MS Excel, Adobe Acrobat Pro, and Google Workspace. Proven ability to manage workload with limited structure and/or supervision Ability to manage multiple assignments Able to maintain a high level of confidentiality Ability to effectively communicate orally and in writing utilizing tact and discretion Must be able to work with minimal supervision and as a team player

In accordance with Board Policy the successful applicant will be required to provide the following:

Criminal Record Check Certificate Child Welfare Record Check

Please submit the following:

A cover letter and resume The resume must highlight professional qualifications, relevant training and experience Please include a list of three references with permission for Grande Yellowhead Public School Division to contact any or all references.

We thank all applicants for their interest however only those shortlisted will be contacted.