Admin Support (5)

Job summary

Prepare and review financial transactions, reports, reconciliations, invoices, payroll entries, and attendance records for Facility Services. Provide administrative and systems support, train employees, respond to inquiries, maintain records, and assist with departmental initiatives and process improvements.

Job details

Edmonton Catholic Schools is a large urban school division whose mission is to provide a Catholic education that inspires students to learn and that prepares them to live fully and to serve God in one another. The Division is comprised of over 50,000 students and over 5,500 employees in 95 schools plus other sites. Admin Support (5) Requisition ID: 12033 Hours Per Week: 35 Position: Existing FTE: 1 Department: Financial and Business Operations No Months Per Year: 12 Position Status: Temporary Employee Group: Unifor Rate of Pay: $47, 028 - $53, 976 Posting Closing Date: 10/30/26 Facility Services at Edmonton Catholic Schools is seeking a temporary Administrative Support (5) to support their Financial and Business Operations Team! The job supports a range of financial and administrative activities for Financial Operations, Printing Services, Infrastructure & Maintenance, Electronic Services, Warehouse, Custodial, and Energy and Environmental Services sub-units. This position performs a variety of tasks including entering, reviewing, approving, monitoring, analyzing, and compiling data to ensure financial and administrative work is performed in line with Division Administrative Procedures, Public Sector Accounting Standards (PSAS), union Collective Agreements, and department practices. The responsibilities of the position range from routine and non-complex and non-routine and complex duties. Responsibilities Financial Operations Prepare cash and cheque deposits and process related journal entries; Prepare, review, and approve journal entries with accurate GL coding for Facility Services operations Complete month-end activities, including reconciliations, journal reviews, and financial reporting; Prepare and maintain financial reports and reconciliations related to utilities, inventory, labour, and departmental operations; Coordinate and deliver training on departmental procedures, systems, and new initiatives; Train new employees on purchase orders, absence management, digital forms, and timesheet applications; Provide guidance on financial and administrative processes to ensure compliance with established practices. Accounts Receivable and Payable Create and process invoices, including appropriate coding and GST application; Apply customer payments and maintain accurate accounts receivable records; Generate and review accounts receivable reports, including aged receivables; Follow up on outstanding balances and resolve customer billing inquiries; Code and process invoices and allocate costs to the appropriate work orders or projects.; Review employee expense claims, purchase orders, discounts, and GST calculations for accuracy; Reconcile vendor accounts, resolve invoicing discrepancies, and maintain accurate records; Respond to vendor, department, and school inquiries regarding invoices and payments. Attendance and Payroll Prepare, review, and approve labour timesheets and payroll-related entries; Track and reconcile overtime, banked time, absences, and reimbursements in accordance with Collective Agreements; Prepare reports and maintain attendance records and investigate discrepancies within attendance management systems. Department and Administrative Support Provide software support and training related to financial, attendance, and job-costing systems; Maintain electronic records and documentation, including scanning and uploading supporting documents; Support departmental initiatives, process improvements, and special projects.; Serve as a central point of contact for Facility Services and perform other related duties as assigned. Qualifications High School, a diploma in an area related to office administration, plus three years of directly related experience; Knowledge of basic accounting principles and financial services policies and procedures; Knowledge of electronic systems including Cayenta, Work Request Self-Service, Inventory Shopping Cart, attendance system and security systems software; Awareness of Alberta Education and Alberta Infrastructure policies, procedures and regulations related to maintenance and construction projects; General knowledge of staffing principles, Unifor and AUPE Collective Agreements; Knowledge of department policies, procedures, business and operations; Knowledge of Microsoft programs including Office 365, Word, Excel, Outlook and Internet Explorer; Strong independent problem-solving, decision making, and analytical skills; Ability to work with numbers and attention to detail; Strong organizational skills with the ability to meet deadlines and balance competing/conflicting priorities; Ability to perform complex tasks independently using considerable judgement; Strong verbal and written communication skills; Ability to work within tight timelines, while maintaining a high level of accuracy; Ability to develop and maintain relationships with Division staff and client contacts, requiring tact and courtesy. Edmonton Catholic Schools is committed to maintaining a respectful and inclusive workplace that welcomes and values candidates from diverse backgrounds. We hire employees of all faiths for non-teacher positions. As a Catholic School Division receiving public funding, our schools and departments are imbued with our Catholic Faith. Candidates are expected to exhibit respect and sensitivity towards our Catholic beliefs and practices embraced by both students and staff. Edmonton Catholic Schools offers a comprehensive benefits program based on contract status as part of its total compensation package. Before employment, successful candidates will be required to submit a Police Information Check and Intervention Record Check dated within six months of hiring. Due to the high volume of applications received, only qualified candidates who are shortlisted will be contacted.

What you’ll do

Prepare and review financial transactions, reports, reconciliations, invoices, payroll entries, and attendance records for Facility Services. Provide administrative and systems support, train employees, respond to inquiries, maintain records, and assist with departmental initiatives and process improvements.

Requirements

Requires a high school education, a diploma related to office administration, and three years of directly related experience, along with knowledge of basic accounting and relevant financial and administrative procedures. Candidates should be proficient with Microsoft Office and departmental systems, and demonstrate strong analytical, organizational, communication, and problem-solving skills.

Benefits

• Comprehensive Benefits Program

Listed skills

• Problem solving · Preferred
• Financial Reporting · Preferred
• Attention to detail · Preferred
• Data analysis · Preferred
• Accounts receivable · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Basic Accounting
• Financial Reporting
• Journal Entries
• Accounts Receivable
• Accounts Payable
• Payroll and Timesheet Processing
• Reconciliation
• Data Analysis
• Microsoft Office 365
• Cayenta
• Attendance Management Systems
• Inventory Systems
• Problem-Solving
• Attention to Detail
• Organization and Time Management
• Written and Verbal Communication

Job areas

• Administrative
• Finance & Accounting
• Education

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