12 Feb

Administrative Clerk Intermediate Jobs Vacancy in Abbotsford School District Abbotsford

Administrative Clerk Intermediate
Abbotsford School District
Abbotsford BC
12 Feb, 2018 30+ days ago

Abbotsford School District Abbotsford urgently required following position for Administrative Clerk Intermediate. Please read this job advertisement carefully before apply. There are some qualifications, experience and skills requirement that the employers require. Does your career history fit these requirements? Ensure you understand the role you are applying for and that it is suited to your skills and qualifications.

Follow the online directions, complete all the necessary fields, and provide all relevant information so your application is submitted correctly. When you click the 'Apply this Job' button (open in new window) you will be taken to the online application form. Here you will be asked to provide personal and contact details, respond to employment-related questions, and show how you meet the key selection criteria.

Administrative Clerk Intermediate Jobs Vacancy in Abbotsford School District Abbotsford Jobs Details:

Temporary - School Term
Administrative Clerk - Intermediate

Posted on: February 12th 2018 at 8:00am

Closes on: February 18th 2018 at 4:30pm Posting Reference Number: S 18 CLK 031 TEM (Replaces S 18 CLK 030 TEM) Location: Ross Elementary Commencement Date: Febriaru 13, 2018 to on or before February 12, 2019 FTE: 0.957 Contract: Temproary - School Term

Under the general direction of the Principal, the Administrative Clerk - Elementary School maintains operation of an elementary school office, providing a wide range of administrative support to the Principal, Staff and Parent Advisory Council (PAC) and daily assistance, occasional supervision, and customer service to students, parents, staff and the public in a professional and courteous manner.

The Administrative Clerk - Elementary School works closely with the Principal and Finance Department ensuring accuracy in accounting practice and provides Student Information through the application of detailed documentation practices, School District Policy and Ministry of Education reporting requirements, with attention to special education and enrollment.

The job involves maintaining confidentiality in all matters to the school district and current, proficient knowledge of the documentation practices, detailed procedures, School District Policies and Ministry of Education Legislation.

The successful candidate will have completion of Grade 12, or equivalent (GED), supplemented by 6 months of business training that includes Office Procedures, File Management, and the operation of computer applications. Database computer applications such as Excel or Access should be at an intermediate level. Two years of recent work experience in an administrative position is also required. The incumbent will also have the following:

Current working knowledge of relevant Ministry of Education Regulations, District Procedures and Administrative Policies, including the Freedom of Information and Personal Protection Act (FOIPPA)

Considerable working knowledge of managing spreadsheets and databases and the ability to work with multiple applications at the same time

Proven ability to work independently in an efficient manner, organize personal workload, work under pressure and see assignments through to completion

Proven ability to maintain positive interpersonal and communication skills with the demonstrated ability to assist parents, students and co-workers, contributing to an environment which promotes teamwork

Proven ability to understand cultural diversity and communicate effectively when language barriers are present

Proven ability to express ideas effectively both orally and in writing with the ability to explain instructions or information clearly to others

Proven ability to work under pressure, in a fast-paced environment with constant interruptions

Ability to handle confidential information and make sound decisions in accordance with established policies and procedures

Please note: Testing may be part of the recruitment process.

General Description/Duties:

Maintaining accurate Student Information through the use of the Student Information System and file record management.This includes (but not limited to) Yearly Start Up (Student Information System tasks, various student Forms), Staff/Student information updates, Attendance records, updating curriculum as required, providing month end enrollment/attendance reports; processing new student enrollments or transfers; printing report cards and envelopes, Year End Procedures (Student Information System tasks, pre-transition lists, attendance, PR cards, etc.);

Ensuring student safety by reporting daily attendance, advising the Parent or Guardian about all unexcused student absences; maintaining accurate current records of students in ministry care, with custody orders and/or medical alerts;

Liaising with Ministry of Education and District Staff to compile, tabulate and report various criteria in a timely manner (i.e. 1701, FSA Exams, Ready-Set-Learn, etc.);


Performing all regular daily and monthly accounting duties, including (but not limited to):

Verifying documents for accuracy before processing, ensuring supporting documents are present, and expenses or invoices submitted are in accordance with Accounting Practice and District Policies and Procedures;

Preparing, coding and entering information into the computerized accounting system; Processing invoices for payment and preparing journal entries where needed;

Reconciling a variety of accounting functions, such as Purchasing Cards, Student Fees, Budgetary items submitted through the Cash Purchase Summary, School Subsidiary Accounts, School Bank Account, School Grant money that schools may receive funding for;

Preparing and sending reports and financial statements for all accounting activities such as Cash Purchase Summary, Trial Balances on subsidiary accounts, school bank account, and GST rebate;

Receiving and receipting money, entering the information, preparing and making bank deposits;

Tracking all student fee activity, student hardship issues and unpaid student fees. This can also include the use of the Student Information System to monitor and track these fees;

Maintaining accurate records of purchase orders, purchasing cards, reimbursement accounts, teachers’ petty cash or field trip accounts and providing updates as requested;

Ordering all required supplies (ie. First Aid, General Office, Art, Gym, Music, and Staff Room supplies) and materials using approved District Procedures;

Labeling all new school equipment; maintaining an accurate inventory of keys, school equipment and furniture, teacher resources, office supplies; updating this list regularly;

Completing shipping and receiving tasks around procurement.This includes verifying packing slips, authorizing invoices for payment, dealing with damaged goods, incorrect orders, and returns;

Preparing for financial audits and providing all information when requested;


Confirming and advising staff of employee absences and orienting Casual Education Assistants/Teachers On Call upon arrival (ie. School events of the day, room keys, if instructions have been given, signing in, etc.);

Communicating to the Facilities and Maintenance Departments when School or equipment maintenance is required.This includes using the work order system or contacting equipment service providers;

Managing parent permission forms, medications, medication expiry dates, and identifying those students with life threatening allergies;

Assisting in emergency preparedness drills (ie. fire, evacuation, lock-down, earthquake).This includes following procedure according to District Standards in each emergency;

Coordinating all incident reporting required for the School Protection Plan;

Developing, preparing and revising letters, manuals, printed publications such as newsletters, forms and student handbooks and planners, or other similar materials;

Communicating information about school activity/events using various mediums; this includes (but not limited to) posting on school website or intranet, uploading mass messages to the email/telephone system, creating newsletters and posters;

Coordinating Volunteers and Noon Hour Supervisors, submitting timesheets to Finance for payment;

Coordinating all transportation and field trip requests using web-based programs and computer applications; including permission forms, depositing money, liaising with transportation and School Board Office to ensure insurance forms are completed (if required) and dates are secured;

Typing a variety of confidential information as requested, including (but not limited to) Teacher Evaluations, Conduct Letters (ie. suspension, attendance issues), School Goal Plans, Staff Meeting and Health and Safety Minutes, Reference and Student primary address verification Letters;


Providing friendly, professional customer service and prompt assistance, including responding to emails or telephone inquiries, providing tours for new students and information to parents about the school, assisting members of the PAC executive and the School Planning Council and promoting the school to the public;

Overseeing students in the office when Principal or Designate is not there;

Distributing mail to school staff and maintaining school email lists for students and staff;


Organizing a variety of events (ie. Class lunches, Staff meetings, Student photos, Terry Fox Run, Spirit Days, Sports Day, Jeans Day, BBQ’s, Fun fairs, Book fairs, Assemblies, Concerts, Ready-Set-Learn, Run for Water, child identification program, hearing, vision and dental screening for kindergarten students etc.). This can include (but not limited to) organizing food, sourcing vendors, coordinating volunteers, creating awards and event promotional material, maintaining cash floats, providing attendance lists, liaising with PAC, assisting with set up and/or tear down;

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