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.

Elk Island Public Schools Central Services building is located in Sherwood Park, at 683 Wye Road. Providing services for the Division, Central Services is comprised of eight departments, in addition to the Board of Trustees. The departments include Education Executive, Communication Services, Facility Services, Student Transportation, Human Resources, Financial Services, Supports for Students and Information Technologies. Central Services is staffed by 190 employees.

EIPS is recruiting a full-time Administrative Assistant with our Human Resources department.

• Commencing August 5, 2025
• 37.5 hours per week (Monday to Friday, 7.5 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 Administrative Assistant, Central performs a wide range of duties and responsibilities necessary to support the department and/or team members, ensuring operational effectiveness of Elk Island Public Schools. The Administrative Assistant, Central helps keep daily operations running smoothly by handling essential administrative functions, facilitating communication, and supporting various events and activities. A high level of professionalism, organization, confidentiality and attention to detail is required, as the Administrative Assistant, Central serves as a liaison between internal and external stakeholders and supports overall business operations.

KEY RESPONSIBILITIES

Administrative and Office Support

• Provide professional administrative support on a wide range of tasks and participate in various Division initiatives and workplace activities as assigned.
• Manage complex calendars, determine priorities, ensuring conflicts are resolved and communicated as needed.
• Liaise with internal and external stakeholders in a professional manner via all methods of communication (e.g. email, phone, correspondence, inquiries) while prioritizing urgent matters and ensuring timely communication.
• Coordinate with internal and external stakeholders to schedule events and/or book facilities/equipment to support business operations.
• Coordinate communication between departments or service unit, ensuring alignment and collaboration and timely response to inquiries.
• Perform data entry and maintain accurate up to date records in various databases.
• Monitor office supplies, manage inventory and coordinate equipment maintenance as needed.
• Initiate requests needing approval, track status of the request, and follow up as needed to ensure timely completion of the process including communication with relevant stakeholders.
• Prepare various types of correspondence including legal documents such as contracts and agreements in accordance with administrative policies.
• Coordinate meetings which may include planning, preparing agendas, organizing documentation, recording minutes, and ensuring appropriate follow up on action items.
• Assist in preparing and maintaining departmental document management including administrative procedures, policies, forms, handbooks, manuals, reports and/or directories.
• Liaise with the other departments, resolving data-related issues and meeting deadlines.
• Support the onboarding process for new employees by providing necessary resources and information.
• Engage in professional development on an ongoing basis including the use of emerging technologies.
• Support EIPS website maintenance and ensuring compliance with administrative policies.

Record Management

• Maintain accurate records, manage data entry tasks and ensure all necessary information and documentation is obtained including forms and/or assessments.
• Ensure proper management of records, files and documents ensuring accessible information and compliance with administrative policies and relevant regulations.
• Assist in the retrieval and collection of records as needed.
• Assist in the preparation of reports including surveys and statistics.
• Identify records eligible for disposal, complete records disposition requests, and dispose of records as per EIPS policies and procedures .

Budget and Invoices

• Support the compilation and/or submission of monthly expenses such as mileage claims and/or purchase card transactions ensuring data is accurate and up to date .

• Liaise with internal departments and support budget processes including audits, ensuring compliance with regulatory requirements.

• Process purchase requests in accordance with administrative policies.

• Monitor collection of fees, action overdue accounts, and recommend course of action for outstanding fees as per administrative policies. Ensure cash funds are handled in accordance with business processes.

QUALIFICATIONS

Education

• Minimum Required: High school diploma or equivalent.
• Preferred: Certificate or diploma in office management, business administration, or related field.

Experience

• Minimum Required: 1 year of office administration experience.
• Preferred: Previous school division experience and/or with human resources and employee records.

Knowledge, Skills and Abilities

Minimum Required:

• High level of integrity, business professionalism and discretion in dealing with confidential and sensitive information.
• Attention to detail and accuracy in record-keeping and data entry.
• 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 in Microsoft Office Suite, emerging technologies and web-based applications.
• Knowledge of records management principles such as the Access to Information Act (ATIA) and Protection of Privacy Act (POPA).

Preferred:

• Familiarity with human resources and confidentiality of employee records.
• Familiarity with EIPS platforms such as PowerSchool, Spend Dynamics, Atrieve, SharePoint, and Permission Click.

For more information, please contact MJ Nam, Director, Human Resources, at 780-417-8221 or email .

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 email info@applytoeducation.com

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